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Overview

Classroom Utilization Capacity Management Study: Findings and Next Steps Doug Swink Registrar Tuesday, December 7, 2010. Overview. Overview. Background – Ad Astra Scheduling Terminology Guiding Principles & Methodology Findings Enrollment Growth Recommendations

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Overview

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  1. Classroom UtilizationCapacity Management Study:Findings and Next StepsDoug SwinkRegistrarTuesday, December 7, 2010

  2. Overview

  3. Overview • Background – Ad Astra • Scheduling Terminology • Guiding Principles & Methodology • Findings • Enrollment Growth • Recommendations • Common Course Schedule Task Force

  4. BACKGROUND

  5. 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

  6. Scheduling Terminology

  7. 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

  8. Room Utilization UTLIZATION Methodology

  9. Room Hour Utilization Standards 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.

  10. Room Utilization Ad Astra Findings

  11. Finding 1: Utilization Based on a 70-hour Standard Week is Moderately Low 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) * 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.

  12. Finding 2: Utilization During the 20-hour Morning Prime Scheduling Week is Moderate 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)

  13. Finding 3: Utilization During the 12-hour Evening Prime Scheduling Week is Moderate 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)

  14. Finding 4: Utilization Varies by Control Group Utilization of classrooms and ILE classrooms during the prime scheduling week varies by control group

  15. 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.

  16. 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

  17. 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.

  18. 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.)

  19. 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.

  20. 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.)

  21. Finding: Non-Standard Meeting Patterns Occurrence of one hour meeting patterns create scheduling challenges, thus restricting room availability

  22. planning for Enrollment GROWTH

  23. Spreading class offerings across the entire 70 hour scheduling week will provide up to 40% more capacity Enrollment Growth Opportunities

  24. Recommendations

  25. 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

  26. Task Force Common Course Schedule

  27. 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.

  28. 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

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