Gaining Operational efficiency and Trust with Faculties At Carleton University

With increasing enrollments and accountability measures, Carleton University recognized the need a few years ago to break down barriers that impeded its operational efficiencies and challenged its academic mandate.

The course schedule became a focal point of discussions that resulted in the following objectives:

• Produce flexible balanced schedules;
• Reduce schedule conflicts for students;
• Promote on-time graduation;
• Eliminate prime-time effect;
• Maximize the use of space.

The migration towards a coordinated course scheduling process, along with the implementation of Infosilem course scheduling software, has been transformative for the University and has been a hugely beneficial learning experience. There was initial resistance from the faculties regarding new procedures but success after success bolstered operations to the point where everyone now embraces the new process and enjoys the results.

The migration towards a coordinated course scheduling environment could not be achieved without developing sound policies and guidelines. The University formed a Timetabling Committee to develop the principles and goals of timetabling for the University, to define the rules of timetabling and to clarify the responsibility of the timetable production team. The committee still reviews each policy every year. “It is well managed and very different from the way things were done before. It is now a well-accepted process that benefits everyone,” said Anne-Marie Lepine, Associate Registrar.

With the same inventory of space and a significant increase in enrollment, thanks to Infosilem Timetabler along with a new scheduling approach, Carleton has successfully:

• Continued to meet its academic mandate;
• Increased graduation rates;
• Reached an 86% space utilization rate;
• Controlled its impact on ad hoc scheduling;
• Reduced the number of requests for changes;
• Reduced the change request treatment delay to 24 hours, instead of three to five days it used to take.

Carleton now uses its resources more efficiently; not just its space, but financial and human resources as well. The timetabling team is spending more time on improving their training program, educating the faculties and refining the timetables. Jamie Carmichael in Scheduling and Examination services says, “We have the opportunity to understand clearly the department’s needs and as a result, provide better services and better schedules.”

Canada’s capital university, Carleton University, offers 65 programs of study in areas as diverse as public affairs, journalism, film studies, engineering, high technology and international studies. More than 2,000 professors and staff members serve 23,000 students. Carleton’s creative, interdisciplinary and international approach to research has led to many significant discoveries and creative works in science and technology, business, governance, public policy and the arts.

Anne-Marie Lepine

Associate Registrar

“During a post-mortem, the Scheduling department had another amazing moment; the faculties’ complaints transformed to positive feedback such as: I’ve got a good timetable!”

Jamie Carmichael

Timetabling Officer

“With Infosilem course scheduling solution, we have the opportunity to understand clearly the department’s needs and as a result, provide better services and better schedules.”