Scheduling transformation is key for higher ed leaders to meet completion goals, according to a new white paper from Complete College America and Ad Astra. The report, Building a Healthy Culture for Academic Scheduling, says outdated scheduling practices are slowing progress toward national workforce and equity goals.
“Institutions must immediately conduct comprehensive audits of current scheduling practices and eliminate barriers blocking student progress,” the report states. “Scheduling should be transformed from a back-office function into a strategic student success intervention.”
A stark future without change
The U.S. is facing growing pressure to raise college attainment rates. By 2031, an estimated 72% of jobs will require education or training beyond high school, according to the report. Yet only 62% of high school graduates currently enroll in postsecondary education. Research also predicts declining graduation rates at public two-year colleges and public four-year institutions.
The report highlights stark gaps: nearly half of White adults hold a postsecondary credential, compared with fewer than one in three Black adults and about one in four Latino adults.
The scheduling reality for today’s students
Today’s “post-traditional” students—who are often older, working or parenting—are especially affected by rigid course schedules. Roughly 60% of students are over age 25, and many work while enrolled, according to the report. Furthermore, researchers found working students were 10% less likely to graduate and typically required an extra semester for working students to complete programs.
The report emphasizes that, “institutions must review and revise their current scheduling policies and practices to align with smart scheduling principles that prioritize student success over administrative convenience.”
Current challenges on campus
Ad Astra’s 2024 Benchmark Report revealed widespread inefficiencies that campus leaders should be aware of, including:
- 23% of course sections are overloaded, while 45% are underutilized.
- 26% of programs fail to offer required courses in the terms outlined in academic pathways.
Addressing these gaps and balancing course schedules can improve both enrollment ratios and retention.
A framework for scheduling transformation
To address current challenges and establish a healthier scheduling campus culture, the report recommends a three-stage framework:
- Stage 1 – Create urgency and alignment: Audit current practices, listen to stakeholders, form a cross-functional scheduling team and use data to build the case for change.
- Stage 2 – Build capacity: Develop technical skills such as data analysis and software proficiency, alongside adaptive skills like collaboration and equity-minded decision-making. Support change with training, recognition and aligned budgets.
- Stage 3 – Reinforce and sustain change: Measure impact, celebrate progress and embed practices to ensure long-term sustainability.
A critical part of this process is building a “strategic scheduling team” that represents all aspects of the institution. This collaboration would bring together:
- Leadership representatives (academic affairs administrators, department chairs, student success leaders and technology directors) to bring strategic vision and institutional authority.
- Frontline practitioners (faculty members, academic advisors, scheduling staff and data analysts) to provide crucial operational expertise and day-to-day implementation insights.
- Student support specialists (success coaches, financial aid representatives, career services staff and student life professionals) to ensure that scheduling changes align with student needs and support services.
“Building a healthy culture for academic scheduling represents a critical opportunity to advance both institutional effectiveness and student success,” the report concludes. Smarter scheduling is essential to helping more students graduate.
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