classroom utilization capacity management study: findings and next steps doug swink registrar...
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Classroom Utilization
Capacity Management Study:Findings and Next Steps
Doug SwinkRegistrar
Tuesday, December 7, 2010
OVERVIEW
Overview
Background – Ad Astra Scheduling Terminology Guiding Principles & Methodology Findings Enrollment Growth Recommendations Common Course Schedule Task Force
BACKGROUND
Background—Ad Astra
Ad Astra provides business solutions for higher education scheduling needs [http://www.aais.com/]
2006: UMKC engaged Ad Astra Information Systems to evaluate campus capacity and space utilization; they analyzed Fall 2005 scheduling data and provided a report
2009: UMKC partnered with Ad Astra to conduct a Strategic Scheduling Check-Up Study
UMKC’s uses Ad Astra’s scheduling software
Scheduling Terminology
Term DefinitionRoom Hours/Week
Actual hours a room is used in an average week during the analyzed term.
Room Hour Utilization
Percentage of room hours used (Total Room Hours / (Scheduling week (70, 20, 12 hours) x Number of rooms with specified room type)).
Prime Ratio Percentage of hours scheduled during primetime hours (Prime room hours / Total Room Hours).
Bottleneck 80 percent utilization or higher of a particular room type
Scheduled Hours
Total hours actually scheduled in a room. Includes only those hours for classes meeting within specified time periods. Hours are broken down into 30 minute increments. Example: 30 minutes counted in primetime hour utilization for class meeting 1:30-2:30 p.m. (since primetime ends at 2:00 p.m.).
Average Enrollment / Maximum Enrollment
Weighted average of class actual enrollment or maximum enrollment caps. Enrollment is weighted to eliminate issue with classes meeting for different durations. Example: one three hour class is weighted higher than a class that meets for just one hour.
Station Fill Percentage of seats in use when room is scheduled (Actual or Max Enrollment / Capacity).
Contact Hours
Average student contact hours in a room for a week (Actual or Max Enrollment or x Room Hours).
Contact Hour Utilization
Comparison between the number of actual contact hours and the total possible amount of contact hours if the room was full all week long (Capacity x Total Possible Hours = X. Contact Hours / X). Example: if actual contact hours are 250, and total possible contact hours are 1000, the Contact Hour Utilization will be 25 percent.
Guiding Principles
Maximize current resources to increase student success by: Preparing to increase undergraduate enrollment Implementing centralized classroom scheduling Expanding class offerings across more days and times Increasing the availability of required class offerings Increasing the number of technology-enhanced classrooms
(ILE); as part of an ILE upgrades project and the 2006 Ad Astra study, the number of ILE classrooms increased from 79 to 126
UTLIZATION METHODOLOGYRoom Utilization
Room Hour Utilization Standards
Utilization Category Utilization
Low < 20.00%
Moderately Low 20.00-34.99%
Moderate 35.00-49.99%
Moderately High 50.00-64.99%
High 65.00-80.00%
Very High >80.00%
A standard scheduling week for post-secondary campuses varies from 45-90 hours per week; the standard scheduling week for UMKC is 70 hours or (8am-10pm, Monday-Friday)
Ad Astra recommends 80% as the as the optimal room utilization goal for campuses.
AD ASTRA FINDINGSRoom Utilization
Finding 1: Utilization Based on a 70-hour Standard Week is Moderately Low
Room Type # of RoomsRoom
Hours/WeekRoom Hour
Utilization
Classroom 46 775.07 24.07%
ILE Classroom 79* 2,732.00 49.40%
Other room types 89 1,294.29 20.78%
Total 214 4,801.36 32.05%
* As part of an ILE upgrades project and the 2006 Ad Astra Study, the number of ILE classrooms increased from 79 to 126; classrooms previously without integrated audio visual systems were upgraded to ILE Hybrid classrooms in 2009. The upgrades are not reflected in these data.
A 70 Hour Scheduling Week is defined by classes that meet between 8:00 AM – 10:00 PM (the data is based on all classrooms (centrally scheduled and department owned)
Finding 2: Utilization During the 20-hour Morning Prime Scheduling Week is Moderate
Room Type # of RoomsRoom
Hours/WeekRoom Hour
Utilization Prime Ratio
Classroom 46 286.07 31.09% 36.94%
ILE Classroom 79 1,070.29 67.75% 39.18%
Other room types
89 477.21 26.81% 36.87%
Total 214 1,833.57 42.84% 38.19%
A 20 Hour Scheduling Week is defined by classes that meet between 9:00 AM – 2:00 PM (the data is based on all classrooms (centrally scheduled and department owned)
Finding 3: Utilization During the 12-hour Evening Prime Scheduling Week is Moderate
Room Type # of RoomsRoom
Hours/WeekRoom Hour
Utilization Prime Ratio
Classroom 46 168.96 30.61% 21.80%
ILE Classroom 79 582.07 61.40% 21.31%
Other room types
89 271.00 25.37% 20.94%
Total 214 1,022.04 39.80% 21.29%
A 12 Hour Evening Prime Time Week is defined by classes that meet between 5:00 PM – 8:00 PM the data is based on all classrooms (centrally scheduled and department owned)
Finding 4: Utilization Varies by Control Group
Utilization of classrooms and ILE classrooms during the prime scheduling week varies by control group
Control Group Regular classrooms20-hour morning
ILE classrooms20-hour morning
Regular classrooms12-hour evening
ILE classrooms12-hour evening
Centrally ScheduledRooms
81.43% 74.06% 65.74% 72.96%
Departmental Priority Rooms
30.00%Low Utilization 72.86% 67.86% 75.06%
Scheduling Challenges
Bottlenecks exist in every size category of ILE classrooms.
High demand for particular class times and specific room types increase bottlenecks. See example of bottlenecks day/times below:
• MW 9 – 2
• TR 9:30 – 11
• Evening Classes at 5:30
ILE classrooms with more than 150 seats are bottlenecked through most of the morning, early afternoon and early evening all week long.
Non-Standard Meeting Patterns Implications
While UMKC has a policy that defines standard meeting times, there are occurrences of non-standard meeting times throughout the schedule
Finding: Non-Standard Meeting Patterns
Fall 2009 Example for Monday, September 14, 2009: The standard meeting times need to be more consistently enforced on Mondays, Wednesday, and Fridays to ensure the most efficient use of space.
Finding: Non-Standard Meeting Patterns
Fall 2009 Example for Friday, September 18, 2009: Space is not utilized on Fridays. (Note: Lime Green represents special, one-time events, while the blue, orange and red represent classes.)
Fall 2010 Example for Monday, September 13, 2010: The standard meeting times need to be more consistently enforced on Mondays, Wednesday, and Fridays to ensure the most efficient use of space.
Fall 2010 Example for Friday, September 17, 2010: Space is not utilized on Fridays. (Note: Lime Green represents special, one-time events, while the blue, orange and red represent classes.)
Finding: Non-Standard Meeting Patterns
Occurrence of one hour meeting patterns create scheduling challenges, thus restricting room availability
0 5 10 15 20 25 30 35 40
1:00 PM 1:50 PM F1:00 PM 1:50 PM MTWR
1:00 PM 1:50 PM MW1:00 PM 1:50 PM T
1:00 PM 1:50 PM W10:00 AM 10:50 AM F
10:00 AM 10:50 AM MTR10:00 AM 10:50 AM MTWRF
10:00 AM 10:50 AM MWF10:00 AM 10:50 AM T
10:30 AM 11:30 AM M11:00 AM 11:50 AM F
11:00 AM 11:50 AM MF11:00 AM 11:50 AM MTWRF
11:00 AM 11:50 AM MWF11:00 AM 11:50 AM T
11:00 AM 11:50 AM W11:00 AM 12:00 PM T
11:30 AM 12:30 PM W12:00 PM 12:50 PM F
12:00 PM 12:50 PM MTWR12:00 PM 12:50 PM MWF
12:00 PM 12:50 PM TR12:00 PM 12:50 PM WF
12:30 PM 1:20 PM M12:30 PM 1:30 PM F2:00 PM 2:50 PM M
2:00 PM 2:50 PM MTWRF2:00 PM 2:50 PM MWF
2:00 PM 2:50 PM TR2:00 PM 3:00 PM T
2:30 PM 3:20 PM MW3:00 PM 3:40 PM R
3:00 PM 3:50 PM MTWR3:00 PM 3:50 PM MWF
3:00 PM 3:50 PM W4:00 PM 4:50 PM MW
4:00 PM 4:50 PM R4:00 PM 4:50 PM TR
4:30 PM 5:20 PM T5:00 PM 5:50 PM R5:15 PM 6:15 PM R5:30 PM 6:30 PM M
7:40 AM 8:50 AM MWF8:00 AM 8:50 AM MTWR
8:00 AM 8:50 AM MW8:00 AM 8:50 AM T
8:00 AM 8:50 AM TRF8:30 AM 9:20 AM T
8:30 PM 9:30 PM M9:00 AM 9:50 AM M
9:00 AM 9:50 AM MTWRF9:00 AM 9:50 AM MWF
9:00 AM 9:50 AM TR
PLANNING FOR ENROLLMENT GROWTH
Spreading class offerings across the entire 70 hour scheduling week will provide up to 40% more capacity
ENROLLMENT GROWTH OPPORTUNITIES
RECOMMENDATIONS
Ad Astra Recommendations
Spread class offerings across the entire standard scheduling week
Equitable use of ILE classrooms by departments during prime scheduling times
Schedule classes in appropriately sized rooms Adherence to existing policy that requires classes to use
standardized meeting blocks Scrutinize the inventory of space to ensure all rooms
are being used at their highest potential
COMMON COURSE SCHEDULETask Force
New Task Force
A task force of faculty and staff representing all academic units; primary charge is to review the Classroom Scheduling Policy adopted in 2004.
The committee will review current classroom utilization and make a formal recommendation to the Provost on changes needed to classroom scheduling policies and standard meeting times by the end of Fall 2010.
The committee should be guided by an overarching principle of achieving space utilization efficiency as well as scheduling that does not impede a student’s timely progress towards a degree.
New Task Force Charge
Review the Fall 2009 Ad Astra Strategic Check up Study and Bottleneck Study
Review the 2010 Student Opinion Class Scheduling Survey
Review and make recommendations for more efficient use of all classrooms during the entire scheduling week
Review and make recommendations for rooms or times that are bottlenecks
Review and make recommendations for authorized enrollment capacity of class sections
Review and make recommendations for the distribution of course offerings
Make recommendations regarding appeals for exceptions and timelines
Annual reporting of effective usage and review of policy effectiveness with recommendations to the executive sponsors