Optimizing Campus Sustainability, An Academic Portal-Based Classroom Management System for Resolving Scheduling Conflicts

Abstract

In higher education facility management, classroom scheduling conflicts remain a pervasive issue that significantly disrupts the learning process and causes unnecessary delays. This condition typically arises when two or more classes are inadvertently scheduled in the same room without adequate coordination and real-time validation. Currently, existing campus academic systems generally only display static individual schedules without live integration regarding the physical room’s actual occupancy status. To address this operational gap, this study aims to design and develop a comprehensive Classroom Management System integrated directly with the campus academic portal. The novelty of this research lies in the implementation of an active, real-time digital First Come, First Served (FCFS) validation mechanism equipped with a direct alternative-room routing feature. This action automatically triggers instant conflict notifications (via a red pop-up UI) to all other affected parties and proactively provides available alternative room recommendations. This approach not only prevents double-booking but also promotes sustainable campus management by optimizing physical resource utilization and reducing wasted operational energy. An initial prototype was evaluated using a usability questionnaire distributed to target users. The empirical evaluation results, measured on a standard 1-5 Likert scale, revealed that users found the application “too complicated” (average score 3.33) and “less practical” (3.25). Furthermore, the system scored very low on the “easy to use” metric (1.75). The study concludes that while the system’s backend architecture successfully handles conflict resolution autonomously and supports sustainable IT solutions, the user interface (UI) and user experience (UX) require a substantial redesign such as adding shortcut buttons within the conflict pop-up to lower the cognitive load and ensure practical usability for the academic community.