The Solution:

Demonstrate how the use of scheduling software could streamline workflows while improving student outcomes with student-centric scheduling

Based on prior work with Ad Astra, Zach Cannady, Scheduler and Assessment Coordinator, knew a data-centric approach would offer the information necessary to estimate needed sections accurately and to reduce the workload of scheduling administrators. But making such a change would need to begin by assuring faculty and staff that the implementation of a scheduling tool would not generate more work or put people out of a job. 

Cannady understood the use of upgraded tools would help break down barriers in the schedule and allow the institution to meet its goal of incorporating pathway planning into the process. This would allow section offerings to match demand, resulting in fewer cancelled classes and more student-centered schedules. To “shop” this idea with others, Cannady set out to answer as many questions as possible about why Ad Astra could help Butler achieve its goal. 

In this process, he met with every lead and chair to demonstrate what the implementation of scheduling data from Ad Astra could do. His efforts soon paid off with 47 out of 50 individuals signing up for the initial meeting, a sign that buy-in was not far behind.

To further encourage the path toward knowledge and acceptance, Cannady installed super-users in each area. Learning resources were also provided to staff, including documentation and video tutorials, followed by in-person training when virtual training failed to create the intended connections. 

“We employed a train-the-trainer approach and built a core team of people from academics, student services, advising, and IS,” Cannady said. “To make sure we don’t forget anything, we reach out and talk to each other. This is a continual process of improvement where the users are helping to learn the system and use it to our best advantage.” 

In-person trainings were divided into three groups to accommodate specific user needs. These included academic deans and council, leads and chairs, and the academic support team tasked with building the schedule. The efforts of these targeted groups resulted in building the first semester in Ad Astra for Fall 2024. 

“By using the analytics tools, we’ve been able to see an improvement in enrollment ratio and by monitoring fill capacities, we’ve also increased the retention rate,” Cannady said. “The use of Ad Astra has opened up the line of communication to build a better schedule for our students. It’s allowed the college to save time, reduce the use of spreadsheets, and create a process of schedule building that benefits both staff and students.”