Health, Culture and Sports Management System
An integrated solution that manages clubs, events, facilities, nutrition plans, and certifications on a single platform; digitizing all SKS processes for students, staff, and clubs.
Student-Focused Health, Culture and Sports Ecosystem
The Health, Culture, and Sports Management System digitizes all SKS (Health, Culture, and Sports) operations, from application forms and club activities to hall allocations and certification processes. It allows you to manage the interaction between students, academic and administrative staff, and clubs from a single center.
Digital Application Forms
Club applications, event requests, vehicle and hall allocations, and booth setup requests are all managed through a single panel with approval workflows.
Club and Event Management
Creating a vibrant campus life with club announcements, schedules, awards, activities, and registration information.
Hall and Facility Planning
Digitizing room definitions, equipment inventory, and allocation processes to ensure fair and transparent usage planning.
Nutrition and Monthly Meal Plan
Publishing monthly meal plans in a transparent and accessible manner supports the healthy living-focused SKS approach.
Common Core: Integrated SKS with System Administration
The Health, Culture and Sports module works in conjunction with the TOKU System Management core. The unit, personnel, board of directors, and regulatory structure form the infrastructure for all SKS processes.
Unit & Club Infrastructure
- Hierarchy of institution, faculty, department, and Student Affairs Directorate
- Management of the units to which student and staff clubs are affiliated.
Personnel & Task Management
- SKS staff, coordinators, consultant academics
- Assignments, work schedules, and asset management are integrated into the structure.
Board of Directors & Regulations
- Board of directors decisions regarding the club's opening and activities.
- Guidelines, club regulations, event and booth setup rules.
Module Structure and Function Map
All modules, from application forms to social club processes, are designed within a single, consistent, and reportable structure.
- Club Application Form: Requests for establishing a new club, advisor academician, description of aims and areas of activity.
- Club Event Form: For submitting information on the dates, locations, budget, and content of events to be organized by the club.
- Vehicle Allocation Form: Digital application for vehicle requests for trips, tournaments, or events.
- Hall Allocation Form: Requests for halls and facilities for conferences, seminars, and club meetings.
- Booth Permission Request Form: Process for obtaining permission to set up a booth for promotion, member registration, or social responsibility purposes.
- Monthly Meal Menu: Centralized preparation and publication of monthly meal menus for students and staff.
- Archiving of nutritional content; enabling periodic retrospective review.
- Invitation Groups: Defining student, alumni, staff, sponsor, and stakeholder groups.
- Event Requests: Managing requests for events such as summits, conferences, seminars, exhibitions, spring festivals, graduation ceremonies, etc.
- Participants: Digital tracking of registration, attendance lists, and roll call data.
- Social Activities: A calendar of all social activities organized by the clubs and the Student Affairs Office (SKS).
- Notifications and Announcements: Managing announcements, reminders, and information regarding events.
- Event requests, booth setup, and booth request approval processes.
- Club activity records linked to Board of Directors decisions.
- Club Announcements & Awards: Internal and general club announcements, records of awards received and achievements.
- Club Members: Membership applications, approval processes, active/passive membership status.
- Work Schedule & Participation: Weekly/monthly work schedules and records of participation in workshops.
- Document Requests: Managing requests such as club membership certificates, assignment certificates, and attendance certificates.
- Room Types: Conference rooms, gymnasiums, meeting rooms, club rooms.
- Equipment Description: Projector, sound system, sports equipment, and other fixtures.
- Hall Allocations: Schedules for hall usage for events, training sessions, and meetings.
- Certificate & Participation Document Definitions: Document templates for events, camps, training courses, and club programs.
- Those Received: List of students and staff who qualified to receive certificates.
- Club announcements, training schedule, and awards management.
- Club memberships, membership applications, and membership statuses.
- Asset management: Tracking of fixed assets and equipment delivered to clubs.
- Student and staff clubs; membership lists and role descriptions.
Club and Activity Life Cycle
All processes, from club establishment to event and activity management, are managed in a clear, traceable, and reportable manner.
1. Club Establishment Application
The club application form is completed; the purpose, goals, advisor academic, and the management structure to be established are defined.
2. Approval and Identification
After approval by the Board of Directors, the club will be activated in the system; club profiles and authorized users will be assigned.
3. Membership & Work Schedule
Membership applications are received, the club's work calendar is defined, and meeting and activity plans are created.
4. Event and Venue Requests
Club event forms, hall allocation and booth requests are received digitally and enter the approval process.
5. Application & Participation
Activities are carried out; attendance lists, roll calls, and activity reports are recorded in the system.
6. Documents and Certificates
Certificates/attendance documents are issued to participating students and staff; club membership documents can be produced.
7. Reporting & Archiving
Club-based activity reports are analyzed, including the number of events and participation rates over the years.
Hall, Facility and Equipment Management
Gyms, conference halls, and club areas can be planned along with their equipment and allocated on a fair use basis.
Room Descriptions
For each hall, capacity, intended use (sports, conferences, meetings, etc.), and essential equipment are defined in the system.
Hardware & Equipment
Equipment such as projectors, sound systems, and sports equipment are associated with gyms and clubs; inventory records are kept.
Allocation and Conflict Control
Date and time-based venue requests are managed through a conflict control and approval mechanism, making planning more transparent.
Nutrition Management and Monthly Meal Plan
Monthly meal plans and nutrition programs are shared transparently with students and staff to promote a health-focused campus life.
Monthly Planning
- Defining and publishing monthly meal menus.
- Meal-based menu, display of allergen and ingredient information (optional)
Archives and Transparency
- Archive and access to review past menus.
- Transparent and traceable communication of nutrition policies.
Certificates, Participation Documents and Club Documents
All documents generated as a result of events, camps, sports programs, and club activities are managed in a definable and reportable structure.
Document Templates
Corporate templates can be defined for certificates, participation certificates, and club membership documents.
Those Who Received Certificates
Event-based certificate lists can be reported using date and program-based filters.
Club Document Requests
Requests such as club membership certificates and job assignment certificates can be managed through digital application and approval processes.
Gallery
It can be enriched with sample images from campus events, club activities, gyms, and SKS (Student Services) notice boards.
Frequently Asked Questions
Designed for universities, colleges, and institutional SKS (Student and Cultural Heritage) units. It offers a complete SKS ecosystem encompassing students, staff, and clubs.
Club applications, memberships, event requests, hall and booth allocations, along with document and certification processes, are digitally recorded and reportable from end to end.
Yes. By integrating with modules such as Event Management, Alumni Information System, Student Affairs, and Website Community Management, it digitizes the entire student lifecycle of your institution.