Texas Regional Ad Astra Summit Where do we go from here? Strategic Scheduling Checkup: University of North Texas 2012 Presented by Keitha Robertson - UNT Jeff Lowry – Ad Astra
Dec 27, 2015
Texas Regional Ad Astra Summit
Where do we go from here?
Strategic Scheduling Checkup: University of North Texas 2012
Presented byKeitha Robertson - UNT
Jeff Lowry – Ad Astra
Texas Regional Ad Astra Summit
About UNT
• UNT was founded in 1890 as Texas Normal College and Teachers’ Training Institute
• Current Enrollments: approx. 36,000 at the Denton campus
• 26th largest public university in the US
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• 157 buildings, 227 Classrooms, 293 Class labs• About 5,000 academic meeting patterns each term
Texas Regional Ad Astra SummitUNT Mission and
VisionUNT is a major public research university deeply committed to advancing educational excellence and preparing students to become thoughtful, engaged citizens of the world.
This is accomplished through a broad and balanced array of programs where well-prepared students and dedicated scholars and artists collaborate with our local and global communities in the creation, integration, application and dissemination of knowledge. In this way, UNT creates an enriched and sustainable future for our students, state, nation and world.
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What is a Strategic Scheduling Checkup?• Benchmark current scheduling practices• Examines course offerings time and space
efficiencies and inefficiencies • Identifies cost savings and capacity/growth
opportunity. • “Weaving in course offering analysis with space
analysis provides a 360 degree view of schedule effectiveness” – aais website
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Why we decided we needed a Checkup
• Anecdotal examples of scheduling inefficiencies in course offerings, time schedules and room usage with no statistical data
• Decentralized scheduling makes policies difficult to enforce
• State reporting o Effective use of current rooms ties to future funding for new rooms
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Why we decided we needed a Checkup
• Largest lecture space on campus (over 500 seats) going offline in 2013 for a 2 year period during rebuilding of the student Union building
• Desire to revamp scheduling processes and utilize the Astra Schedule Optimizer (ie politics!)
• Notice of upcoming reduction in classroom seating by over 900 seats
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Course Offering Complexity
What are some of the challenges that academic
schedulers face?
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Getting it done• NOT EASY! – but worth it• Need Executive buy-in to the concept• Getting the Provost engaged• Emphasizing Student Success Initiatives• Tying the goals of the checkup in with the
strategic goals of the Universityo Enrollment growth initiativeso Quality of instruction
• Demonstrating cost savings possibilities
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UNT Strategic Checkup Goals
• Visibility into academic space utilization and management opportunities, specifically can existing space support enrollment growth to 39,000 by 2020 (Fall 2011 data used)
• Address current, reported scheduling challenges:• Limited classroom availability in primetime• Loss of two academic buildings (primarily labs) and one 500-seat
auditorium in the Union going off-line in 2013
• Loss of about 900 seats in upcoming year due to change in cap calculations
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UNT Strategic Checkup Goals
Continued• Understand course offerings inefficiencies directly
impacting budgets and capacity
• Understand course offerings warning signals potentially impacting student access to required courses and graduation
• Solution framework to leverage data from the SIS in future terms
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Results
Good News&
Bad News
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The Good• UNT does a really good job filling up classroom space
o 77.7% - One of the highest rates Astra has measured though there is still room for improvement
• Not as bottlenecked as anecdotal evidence was indicating
• Few reduction and elimination candidates• New building coming online Fall 2011 with 20
classrooms eased the strain on classroom space• All classrooms and class labs are fitted with almost
identical technology to enhance classroom effectiveness
• Working policies in place
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The Bad• Very high percentage of Overloaded courses
o 55.4%
• Student success may be impacted by not offering enough sections of high demand courses
• High amount of waste factor in the scheduling block from non-standard meeting patterns
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Course Offering Analysis – Seats Undergraduate
Only
Measurement Percent
Number Courses Percentile
Statistical Excess Seats 13.97% 19,668 of
140,768 seats 773
Statistical Additional Seats Needed
27.62% 38,876 of 140,768 seats 891
Additional Seats Needed (Fall 2012 courses only)
4.51% 6,355 of 140,768 seats 400
Enrollment Ratio 76.85%
Avg. Enroll / Avg. Enroll Cap. 30.96 /
40.28
56th Percenti
le
Balanced Course Ratio 26.65% 360 of
1,351
41st Percenti
le
Overloaded Course Ratio 40.04% 541 of
1,351
97th Percenti
le
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Course Offering Analysis – Sections Undergraduate
Only
Measurement Percent Sections Percentile
Reduction Candidates 14.38% 596 of 4,144
53rd Percentil
e
Addition Candidates 55.43% 2,297 of 4,144
Highest Measure
d
Addition Candidates (Fall 2012 Only) 6.56% 272 of
4,144
69th Percentil
e
Elimination Candidates 1.91% 79 of 4,144
9th Percentil
e
Average Enrollment / Average Enrollment Capacity
UNT MeanLike
Institution Mean
Min Max
30.96 / 40.28
21.36 / 28.95
24.17 / 32.14
13.89 / 17.99
41.35 / 52.87
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Course Offerings by Enrollment Ratio Tier
Undergraduate Only
Enrollment Ratio Courses % of Total
Average Enrollment
Average Enrollment
Cap
1-19% 106 7.85% 4.80 40.60
20-49% 152 11.25% 18.34 49.01
50-69% 192 14.21% 25.12 41.74
70-95% (Balanced) 360 26.65% 38.88 46.35
> 95% (Overloaded) 541 40.04% 46.40 45.58
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Course Offering Analysis
Dashboards
65%
70%
75%
80%
85%
90%
Enrollment Ratio
UNTMean Goal
0%
10%
20%
30%
40%
50%
Balanced Course Ratio
UNTMean Goal
0%10%20%30%40%50%60%
Addition Candidates
UNTMean Goal
0%
5%
10%
15%
20%
Reduction Candidates
UNTMean Goal
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Capacity Management
Findings 3Seat fill ratios in Classrooms vary by capacity:
SEATS ROOMS CAPACITY ENROLL FILL (ENROLL)
ENROLL CAP
FILL (CAP)
1 – 15 6 13.76 24.27 176.31% 34.22 248.63%16 – 25 12 24.81 20.32 81.92% 22.88 92.25%26 – 50 122 41.24 29.76 72.17% 35.03 84.95%51 – 100 21 77.13 59.59 77.26% 69.32 89.87%100+ 28 147.84 122.93 83.15% 134.59 91.04%Total 189 61.28 47.62 77.70% 54.27 88.56%
Classroom Seat Fill (Enroll) ratio comparison: Highest Measured (77.70%)
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Findings 4
MEETING PATTERN
TOTAL USAGE
TOTAL UTILIZATIO
N
OFF-GRID USAGE
OFF-GRID UTILIZATION
MWF 9:00 - 9:50 450 79.37% 189 33.33%MWF 10:00 - 10:50 456 80.42% 198 34.92%
MWF 11:00 - 11:50 468 82.54% 198 34.92%
MWF 12:00 - 12:50 471 83.07% 303 53.44%
MWF 1:00 - 1:50 462 81.48% 360 63.49%MWF 2:00 - 2:50 459 80.95% 417 73.54%TR 9:30 - 10:50 480 84.66% 105 18.52%TR 11:00 - 12:20 474 83.60% 84 14.81%TR 12:30 - 1:50 465 82.01% 102 17.99%TR 2:00 - 3:20 471 83.07% 192 33.86%Total 4,656 82.12% 2,148 37.88%
On-grid Meeting Pattern usage in Classrooms varies by Pattern:
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Capacity Management
Findings
• There is High off-grid meeting pattern usage in Classrooms:46.13% (75th percentile) of all usage and 37.88% effective primetime utilization for all Classrooms
• There is a High off-grid “waste factor”883 hours or 18.96% of all Classroom capacity is wasted (79th Percentile)
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Capacity Management Dashboards
30%
35%
40%
45%
50%
55%
60%
Space Utilization
UNTMeanGoal
40%
45%
50%
55%
60%
65%
70%
Prime Ratio
UNTMeanGoal
2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 35,000
36,000
37,000
38,000
39,000
40,000
41,000
42,000
Enrollment Capacity
EnrollmentExisting CapacityEnrollment RatioOptimize RoomsMeeting PatternsPrime Ratio
Texas Regional Ad Astra SummitUNT Strategy Options to
EvaluateCourse Offering Efficiency Strategies:
• Evaluate Elimination Candidates for degree requirement impact• Select Reduction and Elimination Candidates (675 total
candidates; 16.29 % of all sections) to remove from Fall 2012 schedule
Course Offering Student Access Strategies:• Evaluate Addition Candidates for degree requirement impact• Optionally, implement Platinum Analytics (uncover key Addition
Candidates to improve student completion rates)
Capacity Bottlenecks Strategies:• Enrollment Ratio (10.59% potential capacity)• Optimize Rooms (10.66% potential capacity)• Meeting Patterns (13.96% potential capacity)• Prime Ratio (15.14% potential capacity)
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• Develop a schedule review team and processo Senior leadership representationo Academic department representationo Focused on leveraging and sharing schedule analysis
• Develop data-driven scheduling policieso Course offering efficiency and effectivenesso Meeting pattern and room assignment efficiency
• Integrate schedule review team with academic planningo Curriculum planningo Academic space planningo Student success initiatives
UNT Potential Next Steps
From the Checkup
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here?
• Continued Analysis of the data• Task Force is being selected to move forward with
the initiativeo Headed by Vice Provost for Enrollment Management - Dr. Troy Johnsono Provost and VP for Academic Affairs – Dr. Warren Burggren is initiating
communications to encourage college department cooperationo Chaired by Associate Dean of Graduate School – Dr. Victor Prybutoko Representation from Deans Council, Registrar’s Office, budgeting,
Institutional Research, and Space Management
• Change in business policies and enforcement• Optimizer• Platinum Analytics
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Questions?