Initial Assessment:  Currently college course schedules are manually input into PeopleSoft prior to the start of each term. This leads to exception-planning where individual instruction areas roll most of their schedule from the prior same term to the next and then manually input any desired changes.  This practice makes it difficult to align course offerings across departments or respond to student education plans and likely contributes to students not finding desired courses in the sequences needed to complete desired academic pathways to meet their education goals in a timely manner.  This practice and the lack of a real-time college-wide view of room/facility resources inhibit enacting scheduling practices to best use available facilities.

Plans:

  1. Form a district-wide taskforce to complete a review of potential scheduling and resource optimization software products in spring 2017 to better meet student education goals, reduce time and effort required of the manual processes, and optimize facility usage.
    1. Lead(s):  College instructional leaders and IT Deans, DOIT Application Services, and Facility Management (FM) representatives
    2. Funding Resources: Existing resources
    3. College and District Roles: Colleges will assess the suitability of software applications to meet their course and room/facilities scheduling and usage needs. DOIT will assess the resources and workload needed to implement and maintain proposed vendor offered solutions. District Academic Senate will appoint faculty representatives to participate in the exploration and selection processes.
  2. Select, purchase and implement new course scheduling system by January 2019. Assess course and resource scheduling software effectiveness by January 2020 and adjust as needed.
    1. Lead(s): College instructional leaders and IT Deans, DOIT Application Services, and FM representatives
    2. Funding Resources: Grant or one-time Program Development Funds for initial purchase and implementation of scheduling software; on-going Program Development Funds for on-going system maintenance and upkeep
    3. College and District Roles: DOIT and college representatives will use the RFP process to select the scheduling software system; identify primary and secondary college and district to complete implementation and end-user training; and assess system effectiveness after one full academic year.

Indicators of Success:

  1. Scheduling software in place and operational with end-users trained.
  2. Course scheduling patterns and rosters better-fit the needs of students, faculty, and facilities, as reported through questionnaire/interview/survey.
  3. Scheduling of non-recurring and ad-hoc use of facilities does not cause conflicts and the new software tool provides a dynamic college-wide view of scheduling opportunities for such events.
The scheduling software tools allow for college-wide optimal usage of all spaces. Schedules created that better-meet student needs and optimize facility usage.