Manage Departments

Configure academic departments to organize courses, faculty, and administrative structures within your institution.

Time required: 5-10 minutes per department

Module: openeducat_core

User role: System Administrator, Academic Admin

Prerequisites

System Administrator or Academic Admin role
Institution configured
Faculty records available (for department heads)

Steps

Step 1: Navigate to Departments

Go to OpenEduCat -> Configuration -> Departments
Click Create to add a new department

Step 2: Enter Department Information

Field	Required	Description	Example
Name	Yes	Department name	”Computer Science”
Code	Yes	Unique code	”CS”
Parent Department	No	For hierarchy	”School of Engineering”

Step 3: Assign Department Head

Field	Description
HOD (Head of Department)	Faculty in charge
Deputy HOD	Assistant head
Admin Contact	Administrative staff

Step 4: Add Contact Information

Field	Description	Example
Email	Department email	”cs@university.edu”
Phone	Contact number	”+1 555-0123”
Location	Building/Office	”Engineering Block, Room 201”

Step 5: Link Faculty Members

In the Faculty tab:

Click Add a line
Select faculty members
All linked faculty appear under this department

Step 6: Add Description

In the Description tab:

Department overview
Vision and mission
Research areas
Achievements

Step 7: Save Department

Click Save to create the department record.

Department Hierarchy

Create organizational structure:

University
├── School of Engineering
│   ├── Computer Science
│   ├── Electrical Engineering
│   └── Mechanical Engineering
├── School of Arts
│   ├── English Literature
│   └── Fine Arts
└── School of Business
    ├── Accounting
    └── Management

Department Types

Type	Description	Use Case
Academic	Teaching departments	Course delivery
Research	Research focus	R&D activities
Administrative	Support services	HR, Finance
Service	Shared services	Library, IT

Field Reference

Department (op.department)

Technical Field	UI Label	Type	Notes
`name`	Name	Char	Required
`code`	Code	Char	Unique identifier
`parent_id`	Parent	Many2one	Hierarchy
`hod_id`	HOD	Many2one	Faculty link
`email`	Email	Char	Department email
`phone`	Phone	Char	Contact number

Troubleshooting

Department code conflict

Each department code must be unique. Check existing departments.

Cannot assign HOD

Verify faculty record exists and is in Active status.

Faculty not appearing

Faculty must be linked to the department via their faculty record.