1. COURSE PLANNING IN AN OPEN ENROLLMENT ENVIRONMENT
Data-driven scheduling and resource allocation
Michael Lewis, Vice-Dean for Academic Affairs
Arukhiya Rakhat, Manager

2. Problem – Course Scheduling!
The University uses “open registration”
which means that the students choose courses
and the advisors review schedules to ensure that the choices are suitable
The challenge is to provide enough places for students
Not too few, but also not too many!
And minimize the cross-registration scheduling conflicts

3. Advantage 1 … We know the requirements of every program
Compulsory courses & Elective courses
And when they should be taken (semester 1, 2, …, 8)
So, an average of five courses per semester, for eight semesters
For a total of 240+ ECTS credits

4. Sample 4 Year Curriculum
Fall
ECTS
Spring
MATH 161 Calculus I 8
MATH 162 Calculus II
PHYS 161 Physics for Scientists and Engineers I with Laboratory
PHYS 162 Physics for Scientists and Engineers II with Laboratory
CSCI 151 Programming for Scientists and Engineers
CSCI 152 Performance and Data Structures
HST 100 History of Kazakhstan 6
SHSS 150 Rhetoric and Composition
Total semester ECTS credits 30
Year 2
Fall
ECTS
Spring
ROBT 201 Mechanics: Statics and Dynamics 6
ROBT 202 System Dynamics and Modeling
ROBT 203 Electrical and Electronic Circuits I with Laboratory 8
ROBT 204 Electrical and Electronic Circuits II with Laboratory
ROBT 205 Signals and Systems with Laboratory
ROBT 206 Microcontrollers with Laboratory
MATH 273 Linear Algebra with Applications
MATH 274 Introduction to Differential Equations
COMM 102 Communication
Total semester ECTS credits 30 34
Year 3
Fall
ECTS
Spring
ROBT 301 Mechanical Design I with CAD Laboratory 8
ROBT 302 Mechanical Design II with Machining Laboratory
ROBT 303 Linear Control Theory with Laboratory
ROBT 304 Electromechanical Systems with Laboratory
Major Elective 6
Natural Science Elective
MATH 321 Probability
Kazakh Language I
Kazakh Language II
Total semester ECTS credits 34
Year 4
Fall
ECTS
Spring
ROBT 401 Robot Dynamics and Control 6
ROBT 402 Robotic/Mechatronic System Design
Major Elective
ROBT 491 Graduation Project
Ethics
Natural Science Elective
Business Fundamentals and Entrepreneurship
SHSS Elective (SOC, PLS, ANT, or ECON)
Total semester ECTS credits 30 24
Total ECTS credits
246

5. Advantage 2 …
The first-year requirements of each program are the same!
Well, one track for Biology / Chemistry
And one track for Math, Computer Science, Physics, and Robotics
( we do this to ensure that all students get the compulsory courses covered in the first year of study)
( and, to minimize the impact if a student decides to change majors)

6. First-year Program Tracks
Biological Sciences and Chemistry
Year 1
Fall
ECTS
Spring
BIOL 101 Modern Biology I with Laboratory 8
BIOL 102 Modern Biology II with Laboratory
CHEM 101 General Chemistry I 6
CHEM 102 General Chemistry II
CHEM 101L General Chemistry I Laboratory 2
CHEM 102L General Chemistry II Laboratory
CSCI 151 Programming for Scientists and Engineers
MATH 161 Calculus I
HST 100 History of Kazakhstan
SHSS 150 Rhetoric and Composition
Total semester ECTS credits 30
Computer Science, Mathematics, Physics, Robotics and Mechatronics
Year 1
Fall
ECTS
Spring
MATH 161 Calculus I 8
MATH 162 Calculus II
PHYS 161 Physics for Scientists and Engineers I with Laboratory
PHYS 162 Physics for Scientists and Engineers II with Laboratory
CSCI 151 Programming for Scientists and Engineers
CSCI 152 Performance and Data Structures
HST 100 History of Kazakhstan 6
SHSS 150 Rhetoric and Composition
Total semester ECTS credits 30

7. Advantage 3 …
We already have the information from last year’s schedule
Enrollment for every course, every lab, every recitation!
And, any feedback on prior conflicts or complications

8. Prior semester with final enrollment

9. Wait – what about that zero enrollment course?
You might have noticed a course section with zero (0) enrollment
This is a so-called “trailing section” course, designed for students who do not attain a “progressing grade” of ‘C’ or better
And, for that Biology course, the students did not yet know if they needed to repeat the course or not!
For Year One courses, we offer the #1 courses in the Fall and Spring, and the #2 courses in Spring and Summer
In this way, students are more likely to remain on the correct “progression” with higher chances of 4-year completion

10. Departmental Breakdown
Advantage 4 …
And we know how many students we have, by major!
But, this is not good enough!
Departmental Breakdown
Department
Students
(Undergraduate)
Biological Sciences
332
Chemistry 87
Computer Science
429
Mathematics
237
Physics 57
Robotics and Mechatronics
112
Undeclared 4
TOTAL
1258

11. Advantage 4, (continued )
Actually, it is better … we know by major, and by year!
Department
Year 1
Year 2
Year 3
Year 4
Biological Sciences 85
101 77 67
Chemistry 25 27 15 19
Computer Science
202 95 76 56
Mathematics 47 59 65 66
Physics 17 14 16 10
Robotics and Mechatronics 23 31 29
Undeclared 4
Total
403
327
278
247

12. Advantage 5 …
Thus we know approximately how many places there should be, for every course
And we know which classrooms are available
So we map the high-enrollment courses into high-capacity classrooms, first … And repeat the process

14. Advantage 6 …
Because we know the programs, we can readily avoid direct conflict in course offerings
This requires “conscious” scheduling, that is, knowing for each program which courses are taken together, and then scheduling in a way to maximize student choice and minimize structural conflict
( if we offer General Chemistry and Modern Biology at the same time, well, big problems … same with Calculus and Physics!)

15. Tuesday and Thursday schedule for Modern Biology II and General Chemistry II
Monday
Tuesday
Wednesday
Thursday
Friday
12: :30
CHEM 102 General Chemistry II
Section 1
12: :00
13: :30
13: :00
Section 2
14: :30
14: :00
15: :30
BIOL 120
Modern Biology II with Lab
15: :00
16: :30
16: :00
17: :30
17: :00

16. Advantage 6, continued !
And for advanced classes, in order to avoid conflicts, schedule them into the same room!
Room 7E.221
Monday
Tuesday
Wednesday
Thursday
Friday
9:00-9:50
MATH 412
Nonlinear Optimization
10:00-10:50
MATH 417
Cryptography
11:00-11:50
MATH 407
Graph Theory
12:00-12:50
MATH 460
Topology
MATH 461
Real Analysis II
13:00-13:50
MATH 490
Special Topics in Mathematics
MATH 351
Numerical Methods with Applications
14:00-14:50
MATH 361
Real Analysis I
15:00-15:50
MATH 480
Complex Analysis
MATH 482
Fourier Analysis
16:00-16:50
MATH 477
Applied Finite Element Methods

17. Advantage 7 …
The Registrar’s system provides “live” data on course enrollment
Including a “waiting list” for every course
So we can monitor which courses have high demand
And then increase capacity by
Changing classrooms (if available) to increase enrollment caps
Adding sections (if possible), with departmental consultation

18. Spring 2018 Course Enrollment Data
Subject
Title
Section
Class Capacity
Waiting List Capacity
Number of students in Waiting List
MATH
Applied Statistical Methods 1 48 10 9
Probability 11
Mathematical Statistics 8
Graph Theory 24 3
Actuarial Mathematics 54
Real Analysis I
PHYS
Physics I for Scientists and Engineers with Laboratory 2
ROBT
Image Processing 32 5

19. Advantage 7, continued …
And with the “live” enrollment data, we can see which sections have low enrollment
And, in consultation with the department
Cancel sections with low enrollment
Or Merge sections, to combine two low-enrollment into one larger section
And the department can then re-assign the instructor as needed, to a new section, new elective, or possibly a summer course

20. With this practice … for Fall 2018
We managed approximately 275 course sections / labs / recitations
With more than 10,000 student enrollments
And more than 78,000 ECTS credits
Maintaining 13:1 student to faculty ratio
And, the lowest cost-per-credit in the university