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Advancing Student Success and Institutional Efficiencies Through Improved Course Access and Availability

Neil Marnoch, Registrar, University of Manitoba

Monique van de Merwe, Regional Vice President, Canada, Ad Astra Information Systems

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Agenda

• Scheduling Impact on Completion

• Higher Education Scheduling Index ™

• University of Manitoba Challenges, Goals and Journey

• Question and Answer

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Enrollment Ratio: Comparison of seats filled versus seats offered

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University of Manitoba• Medical/Doctoral• Main Campus – Suburban Winnipeg• Health Sciences – Downtown Campus• Close to 30,000 total enrollment• 85% Undergraduate• 22 Faculties and Colleges• Implemented Banner (2006), Astra Schedule (2011) and Platinum

Analytics (2014)

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University of Manitoba• Very de-centralized environment• Currently working on faculty mergers with goal of 13

faculties• SEM Goal - to double the size of our graduate studies

enrolment• Undergraduate faculties also planning for increased

enrolments to meet market demands

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University of Manitoba• The Ad Astra Strategic Check up was conducted during our

implementation period. • Results recommended improved space use would result

from…– Sharing space more effectively– Reduction of off-grid scheduling– Improved use of non-prime time

• Mismatch of class sizes to room sizes

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University of Manitoba

• Instructional Space Management Advisory Committee (ISMAC)– Reports to Provost– Broad based representation – horizontal and vertical

• Current space policy was noted to be out of date and inadequate to address our challenges going forward

• Developed Guiding Principles and corresponding Procedures

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University of Manitoba• External space audit of all university spaces conducted

– Classrooms, offices, labs, study space, etc.

• UM space measured by standards developed for Ontario universities– Excess of 70 classrooms – Wrong mix of space: short 24 small classrooms

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UM Challenges

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University of ManitobaTimetable: Prime Time and Off-Grid Scheduling•Prime time scheduling

– Limits course options for students– Creates artificial demand for space

•Carrot or the stick?– Some units adjusted their timetable in order to keep their

classes in their own building. – Development of timetable rules to ensure we use our spaces

more efficiently outside of prime time.

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University of ManitobaTimetable: Prime Time and Off-Grid Scheduling

Off-Grid Scheduling•3-hour class that start off-grid

On Grid Off Grid

8:30 – 9:20

9:00 – 12:00

9:30 – 10:20

10:30 – 11:30

11:30 – 12:20

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University of ManitobaTimetable: Prime Time and Off-Grid Scheduling

Off-Grid Scheduling•Meeting Pattern used is an indicator of off-grid scheduling:

• Fall 2014 = 418 ; Fall 2015 = 287

•Coordination of once per week classes

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Coordinating the TimetableUncoordinated

Mon Tues Wed Thurs Fri

CoordinatedMon Tues Wed Thurs Fri

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University of Manitoba

Instructional Room InventoryMismatch of Room Size and Class Size•Class capacity is often set much higher than expected enrolment.

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University of ManitobaRoom Inventory - Mismatch of Room Size and Class Size

SEATS ROOMS CAPACITY ENROLL

1 - 15 4 14.05 12.3216 - 25 15 20.02 13.7026 - 50 45 36.60 19.4351 - 100 49 69.51 38.73100 + 2 110.00 60.51Total 115 52.54 29.20

UM Classrooms

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University of Manitoba

Instructional Room InventoryMismatch of Room Size and Class Size•Directive to set an enrolment cap so that expected enrolment is no less than 80% of the class capacity.

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University of Manitoba

Instructional Room Inventory - Mismatch of Room Size and Class Size

2015 Fall Term Capacity adjustmentsSections adjusted = 161 Seats reduced = 1762

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University of ManitobaInstructional Room Inventory – Need to re-purpose space•Short on space for offices, research, study.•Taking the approach that location of classroom instruction is more flexible than other types of space.•Difficult to find spaces that are suited for re-purposing in the areas that have deficiencies.

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University of ManitobaInstructional Room Inventory – Classroom Technology•Inequities in quality of classrooms and technology.•Initiative to improve classroom technology and learning spaces.•30+ rooms upgraded in Summer 2014.•40+ rooms upgraded in Summer 2015.•Also identifying technology needs to support new modalities of classroom learning.

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University of ManitobaOffering the right mix of courses•Platinum Analytics

– Implemented Spring 2014– Currently limited to historic trend analysis– Data supports funding needs for bottleneck courses– UM is now implementing u.achieve degree audit

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University of ManitobaOffering the right mix of courses

Term

Sections Avg Enrol

Average Seats

Enrol Ratio

Under-utilized Course Ratio

Balanced Course Ratio

Overloaded Course Ratio

Fall 2011

1,767 41.05 52.84 77.70% 43.86% 32.10% 21.72%

Fall 2012

1,732 43.62 52.45 83.17% 38.11% 34.88% 26.92%

Fall 2013

1,723 44.56 52.74 84.49% 34.17% 33.22% 32.61%

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University of ManitobaMeeting Scheduling Expectations•Large, diverse campus. Mix of small professional and large liberal arts faculties and colleges.•Mandate is to make the most effective use of space.

– Expected usage rate is 70%

•Most units place a high value on classes being held in own buildings.– Non-class academic related activity is also given a high priority by academic units.

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University of ManitobaMeeting Scheduling ExpectationsLocation considerations•Developed scheduling zones

– Primary zone includes faculty/college buildings– Secondary zone includes buildings in close proximity– Spaces in other zones are a last priority– Excluded buildings ensure travel distance is not unreasonable.

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University of ManitobaMeeting Scheduling Expectations•First pass: optimize classes faculty by faculty into a faculty’s own buildings.

– Seat fill must be minimum 80%•Second pass: optimize classes into own or adjacent buildings.

– Seat fill must be minimum of 60%•Bottlenecks are resolved manually

– Seat fill should be minimum 60% wherever possible.

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University of Manitoba: Goals

• Achieve a balance between local/faculty and institutional expectations and priorities.

• Realize excess instructional space and re-purpose spaces to meet other needs.

• Continually adjust course offerings to better meet student demand and make a positive contribution to time to completion.

• Continually upgrade learning spaces to facilitate changing approaches to course delivery.

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University of Manitoba - Next Steps

• Re-design of the standard timetable• Acknowledge benefits and popularity of 75

minute classes offered twice per week.• Offer a more flexible structure.

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Question and Answer!Neil MarnochRegistrarUniversity of Manitobaneil.marnoch@umanitoba.ca

Monique van de MerweRegional Vice President, CanadaAd Astra Information Systemsmvandemerwe@aais.com