Scheduling and Tracking for Student Success Kristina Brantley University Registrar Stetson University Jennifer Hardy Associate University Registrar The 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 enrollment27,379 Undergraduate 21,126 Graduate 6,253  Freshman retention rate85%  Graduation rate (six year)63%  National Ranking in th (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 Fall 2011 – 2216 Fall 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 UNIVERSITY Negative 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 Planner Tool 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?