Scheduling and Tracking for Student Success

Kristina BrantleyUniversity RegistrarStetson University

Jennifer HardyAssociate University RegistrarThe University of Tennessee

Old approach to course scheduling at UT Resurfacing problems each semester

Key initiatives and using data to make decisions

UTracK – academic monitoring system

Starting a new approach at Stetson

The University of Tennessee, Knoxville

Founded in 1794 Became land-grant

university in 1869 Flagship institution of

The University of Tennessee System

Research University offering 300+ Degree Programs

Fall 2011 enrollment 27,379

• Undergraduate 21,126• Graduate 6,253

Freshman retention rate 85%

Graduation rate (six year) 63%

National Ranking in 2012 46th

(among public research universities - US News and World Report)

Old Approach

Office of the University Registrar– Timetable office = 2 Full-time staff

Fall, Spring, Mini-Term, Summer

Ad Astra Schedule

DARS – Degree Audit Reporting System

Legacy SIS to Banner Student– live in Spring 2011

Argos Enterprise Reporting Solution

Old Approach

Timetables rolled from term to term– Perpetuated errors and problems

Decentralized scheduling– 11 Colleges– 300+ Degree Programs– Average of 9,500 meeting lines per

spring/fall term– Approx. 5,500 Room assignments in

department-owned rooms or nationalized rooms

Old Approach

Problems:– Turf wars– Too many sections, not enough rooms– Everybody loves Prime Time– Complaints from students– Complaints from faculty– Complaints from campus– Complaints from timetable office• We know what the problems are but we

can’t do anything about them!

Vol Vision: Journey to the Top 25 National Ranking in 2012:46th

(US News and World Report)

– Challenge by the Governor of Tennessee to be ranked in Top 25 of public research institutions by 2020

– Roadmap focusing on Undergraduate and Graduate priorities

–Undergraduate: Recruitment, Retention, Graduation

–Using data to drive decision-making

Investment in Resources Implementation of Banner Student Implementation of Argos Reporting Tool Upgrade to Ad Astra Schedule version 7 Purchase of Strategic Checkup and

Platinum Analytics– 5-yr Historical trend analysis of timetable data– Combines trend analysis with DARS program

analysis to determine future demand

Investment in Resources

LDA Staff Member in Timetable office– New timetable guidelines for scheduling

course offerings Strategic Instruction Fund (SIF)– Fund to provide salary/stipend to instructors

for additional sections Development of UTracK including creation

of Assistant Registrar position– Academic monitoring system designed to help

students stay on track for timely graduation

UTracK

Monitoring system so students can ‘stay on track’ toward graduation

Framework for determining appropriate courses for each major

Development of milestone courses Access to courses students need – Enough seats–No conflicts– Offered in appropriate term

UTracK

UTracK Task Force

• Benchmarking best practices

• Policy creation

• Faculty/Department Buy-in

New First-year

Full time

Degree Seeking

UTracK

WHO?

Students must declare a major or exploratory track upon admission.

Transition out of exploratory after 3 semesters.

If off-track, develop advisor-approved plan for getting back on track in order to register.

If off track 2 semesters, hold is placed and student is required to select new major.

Only fall and spring semesters are tracking semesters.

Study abroad and co-op semesters are not tracking semesters, nor are students required to complete milestones.

UTracK

Milestones

In order to remain on track for major or exploratory area, students must complete minimum requirement for each tracking semester known as milestones.

Milestones include successful completion of specified courses and/or attainment of a minimum GPA.

UTracK

Tracking Audit

Tracking audits will help students identify their milestone progress.

Tracking audits are tied to a catalog year. Tracking audits will be used to notify

students when they are off track.

UTracK

Changes Changes Changes

Policies•Repeat•Withdrawal•Advising

Advising Faculty Registrar and One-Stop Staff Culture

STETSON UNIVERSITY

Who are we?

STETSON UNIVERSITY

• Founded 1883 – oldest private in Florida

• Bachelor, Master, and Doctoral degrees

• Banner/Degree Works

• Argos Reporting

• Student Success focus

STETSON UNIVERSITY

Deland

College of Arts and Sciences

School of Business Administration

School of Music

St. Petersburg – College of Law

Tampa Law Center

Orlando -Celebration Center

STETSON UNIVERSITY

Time of Planned Enrollment

growth

Fall 2010 - 2048Fall 2011 – 2216Fall 2012 – 2466

Banner

Rolling timetable

Decentralized room scheduling

No consistency in Wait listing

STETSON UNIVERSITY

Old Approach

Degree Works

Under utilization of the Planner

Inconsistent use by Advisors

No Reporting

STETSON UNIVERSITY

Old Approach

Argos

Beginning Stages

No Training

Limited IT programming time

STETSON UNIVERSITY

Old Approach

STETSON UNIVERSITYNegative Affects

Inability to register Begging Hoarding Worrying Frustration

Retention

Graduation Rate

Policies and Practices

New Role for Department Chairs

Training Associate Deans and Department Chairs

Task Force on purchasing a Scheduling - Analytics Tool

New Technology student worker

Shared Technology staff with One Stop

STETSON UNIVERSITY

New Approach

Scheduling toward Student Success

STETSON UNIVERSITY

Banner Timetable/Schedule

Enrollment projections

Informed schedule that meets student demand

Real caps

Waitlist

Reserved seating?

STETSON UNIVERSITY

Degree Works

The PlannerTool for Advisors and students to plan future semesters, used to determine demand for courses.

Advisor consistency

Powerful potential

STETSON UNIVERSITY

Argos Reporting

Historical course demand analysis

Reduction/Addition Candidates

Watch list of courses

Registration snapshots

Analysis of schedule grid

Degree Works reporting

Scheduling and Tracking for Student Success

Questions?