latrobe edu au Timetabling Where Engagement Meets Systems

latrobe. edu. au Timetabling: Where Engagement Meets Systems Suzanne Sealey, Deputy Manager Student Operations and Improvement August 2018 La Trobe University CRICOS Provider Code Number 00115 M

latrobe. edu. au La Trobe Timetable History • Annual timetable rolled over, 60 -80% changed each year with ongoing changes • Timetable created in a decentralised manner. • Approach did not consider: • Student clashes • Room utilisation • Student satisfaction • ‘Sources of truth’ for class requirement and room information • Implementation of the Timetable Management Project- to rebuild the timetable for the first time in 13 years by a centralised team. Slide 2 | Version 2

latrobe. edu. au Key Opportunities for Improvement • • Course Information Management System Archibus Syllabus+ Student Information System Allocate+ Web Data Collector Timetable Assist (timetable changes ticketing system) • • • Systems Engagement • • Creation of Annual Production Schedule Creation of Timetable Action plan as part of engagement Phone Q Cross skilled team-9 staff trained in both engagement and systems Engagement using Allocate+, Timetable Data Collector, and Timetable Assist Slide 3 | Version 2 Continuous Improvement Timetable • • • Training presentations and tip sheets Data audits in partnership with subject coordinators Face to face meetings with subject coordinators through data collection and draft review Service centre concept and Service Level Agreements created Communications Plan First rebuild of timetable in 13 years. Auto-scheduling has risen from 46% to 78% between 2017 and 2018 Earlier draft release Earlier publication date-two months earlier Significant reduction in late changes post publish (50% fewer changes) Improved student experience per feedback

latrobe. edu. au What have we learned? • It takes both good systems and great engagement to timetable. • Timetabling and relevant systems are confusing, and we need to make the process as easy as possible for academics; we act as a translator between technical systems and the needs of the academics. • Timetabling is not just a systems team, but a team working towards great customer Service! • The answer is never no, always provide other options. • A 5 minute phone call can save 2 weeks worth of emails, and can be the difference between a complaint and a satisfied customer. • It takes a village. • Support from management is crucial for being able to enforce policy. • Collaboration across entire university Slide 4 | Version 2

latrobe. edu. au What have I learned? • Getting the right people in the room to cause action is key. • Collaboration across the university is the only direction towards success. The silos which existed prior to the rebuild have been mostly demolished. • Administrative tasks such as timetabling may not be seen as a recruitment and retention tool, but through timetabling we are able to explore innovative teaching solutions as well as cohort or community style learning. This allows us in student administration to take on an active role in the student experience as we partner with academia. • Helping the staff understand the impact they have on the student every time they move a class or push a button in Syllabus+ has significant meaning. Slide 5 | Version 2