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Chapter 12: Practical Examples for School Organization

Edumaps

Contents

Chapter Overview

The tutorial series includes 12 chapters.

📑 Table of Contents

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Overview

1

Goal of This Pinboard

This pinboard shows concrete practical examples of how schools can use Edumaps for organizational purposes.
After this pinboard, you will have template ideas for:
- staff portal
- subject conferences
- project days
- training courses
- parent evenings
- media lending
- start of the school year
- onboarding new teachers
Goal: Admins should not only know the functions, but also directly see meaningful usage scenarios.
⚙ start

2

How to Use These Examples

The examples can serve as templates.
Possible uses:
- recreate them as a map
- copy individual boxes
- adapt the structure to your own school
- show examples in training sessions
- inspire the admin team
Tip: Start with a small scenario and gradually expand usage.

3

Selection Criterion

First, choose a scenario that solves a real problem.
Good starting points:
- bundle information for staff
- make training courses bookable
- organize device lending
- collect subject materials
- coordinate a project day
Not ideal: Using Edumaps only as storage without a clear structure.

Staff

4

Practical Example: Staff Portal

A central map for staff can serve as a start page.
Column idea:
- Current updates
- Dates
- Important links
- Templates
- Training courses
- Contacts
- FAQ
Benefit: Teachers can find key information in one place.
Open and copy this template
Template: Staff Portal LINK

5

Boxes for the Staff Portal

Possible boxes:
- Weekly information
- Link to the substitution plan
- Internal school forms
- Media concept
- Training offers
- School IT contacts
- Data protection notes
- Edumaps tutorials
- frequently asked questions
Tip: Archive old weekly information regularly.

6

Practical Example: New Teachers

An onboarding map for new teachers saves many individual conversations.
Contents:
- access to Edumaps
- important school folders
- digital tools
- contacts
- copy templates
- subject areas
- booking devices
- internal processes
Benefit: New teachers receive a clear starting point.
Open and copy this template
Template: Onboarding New Teachers LINK

Subject Conferences

7

Practical Example: Subject Conference Folder

Each subject department gets its own folder.
Example structure:
- Start map
- Minutes
- Annual planning
- Teaching materials
- Assessment
- Exams
- Templates
- Archive
Tip: A start map explains what is located where.

8

Start Map of a Subject Department

A subject department start map can include:
- current dates
- resolutions
- material collections
- curricula
- assessment rubrics
- links
- contacts
- archive notes
Advantage: New and existing teachers can find their way around more quickly.
Open and copy this template
Template: Department Committee (Overall Portal) LINK

9

Practical Example: Shared Material Collection

A material collection can be structured by grade level or topic.
Column idea:
- Grade 5
- Grade 6
- Grade 7
- Grade 8
- Exam preparation
- Templates
- Links
Add tags for material type and competency area.
Open and copy this template
Template: Material Library for Schools LINK

Projects

10

Practical Example: Project Day

A project day map can represent the entire organization.
Column idea:
- Overview
- Project offers
- Rooms
- Groups
- Material
- Schedule
- Results
- FAQ
Additional option: Project offers can be connected to the booking system.
Open and copy this template
Template: Project Day LINK

11

Make Project Offers Bookable

Each project can be created as its own booking box.
Content:
- project title
- description
- supervising teacher
- grade level
- maximum number of participants
- material
- room
Students or teachers can then register directly.

12

Practical Example: School Festival

A school festival map can bundle tasks and information.
Column idea:
- Planning
- Booths
- Helpers
- Rooms
- Technology
- Schedule
- Public relations
- Follow-up
Tip: Use an archive column for completed tasks.

Training Courses

13

Practical Example: Training Portal

A training portal can bundle all internal and external offers.
Column idea:
- Current offers
- Getting started with Edumaps
- AI and teaching
- Data protection
- Media education
- Recordings
- Certificates of participation
Benefit: Teachers can find training courses and materials centrally.

14

Training with Booking

A training box should include:
- title
- target group
- learning objectives
- date and time
- location or video link
- maximum places
- presenter
- certificate of participation
After the event, the participant list can be checked and the course can be completed.

15

Practical Example: Self-Paced Course

A map can also serve as a self-paced course.
Column idea:
- Introduction
- Step 1
- Step 2
- Exercises
- Examples
- Completion
- FAQ
Suitable for: Edumaps introduction, AI features, data protection basics, or media education.

Parents and Students

16

Practical Example: Parent Evening

A parent evening map can bundle information before and after the event.
Contents:
- topic
- agenda
- presentation
- important links
- FAQ
- contact
- materials for download
Note: Set permissions carefully if external parents receive access.
Open and copy this template
Template: Parent Meeting LINK

17

Practical Example: Class Start Page

A class start page can provide orientation for students.
Contents:
- weekly plan
- important links
- tasks
- dates
- materials
- rules
- contacts
Tip: Define clear rules for collaborative work.

18

Practical Example: Exam Preparation

An exam preparation map can bundle materials.
Column idea:
- Overview
- Topic list
- Explanations
- Exercises
- Solutions
- Schedule
- Questions
Benefit: Students can find everything in one place and work independently.

Media and Technology

19

Practical Example: Media Lending

A media lending map organizes reservable devices.
Column idea:
- Tablets
- Projectors
- Audio
- Cameras
- Robotics
- Experimental materials
- Rules
Each item gets its own lending box with description and reservation.
Open and copy this template
Template: Media Lending LINK

20

Practical Example: School IT Help

A school IT map can collect frequent technical questions.
Boxes:
- Wi-Fi access
- reset password
- Edumaps login
- SSO notes
- device lending
- contacts
- support form
Benefit: Fewer recurring individual inquiries.

21

Practical Example: Digital Tools

A map for digital tools can explain which services the school uses.
Contents:
- Edumaps
- learning platform
- email
- video conference
- file storage
- data protection rules
- support channels
Tip: Separate roles clearly: teachers, students, parents.

Getting Started and Expansion

22

First Useful School Map

If you are just getting started, choose a simple first project.
Good starter projects:
- staff portal
- training overview
- subject department folder
- media lending
- project day
- onboarding new teachers
Recommendation: Do not start all scenarios at the same time.

23

Create a Pilot Group

A small pilot group makes getting started easier.
Suitable participants are:
- admin
- media coordinators
- one subject department
- school IT
- training management
- interested teachers
The pilot group tests structure, permissions, and clarity.

24

Success Criteria

After a few weeks, check:
- Can teachers find the content?
- Are fewer questions being asked by email?
- Are permissions set correctly?
- Is the map being maintained?
- Are responsibilities clearly assigned?
- Which boxes are used frequently?
Goal: Edumaps should reduce work, not create new disorder.

Checklist

25

Template Check

☐ selected a real school problem
☐ target group is clear
☐ map title is unambiguous
☐ columns are named meaningfully
☐ introduction box is available
☐ permissions checked
☐ responsibility clarified
☐ pilot group involved
☐ maintenance date defined

26

What to Implement First?

Priority for many schools:
1. staff portal
2. subject conference structure
3. training bookings
4. media lending
5. project day
6. onboarding new teachers
7. parent evening information
Tip: Start where the benefit is immediately visible.

27

Matching Subject Chapters

Combine these practical examples with the matching subject chapters:
This turns ideas directly into implementable Edumaps structures.
💖 Congratulations. You have now completed all the admin basics.