Why You Need Academic Scheduling Software to Keep Students on Track


A student writes down scheduling information

Higher education institutions find it difficult to coordinate and streamline academic scheduling across multiple departments. While institutional scheduling rules may already be in place, it’s no secret that ensuring an effective process when it comes to distributing course sections for students while ensuring efficient class enrollment, and maximizing classroom space is a big challenge for college and university administrators. But QLess has a solution.

Academic scheduling software can help administrators build a schedule of classes consistent across campus while keeping students on track. With the right solution, you can easily increase the timeline for each department to prepare their academic schedule, share with students, and see improved results in student class enrollment and engagement.

To understand more about academic scheduling for higher education, we’ll look at the challenges that colleges and universities face, what constrains their efforts, and why implementing the right scheduling software changes everything:

Academic Scheduling is a Huge Challenge

At the beginning of each semester, faculty and administrators are faced with complex academic resource planning and scheduling challenges. This is like juggling several balls in the air. For instance, these student complaints are often the norm:

  • “I couldn’t enrol in this compulsory class”
  • “This is not the time slot or class I requested”
  • “I have two consecutive classes 30 minutes away from each other”

These complaints pile up with every new academic planning session. Yes, you may have done all your best to meet the needs of every student, but it is never enough. This can change by using innovative academic scheduling software to handle this complex process and ensure streamlined course scheduling.

What Constraints Academic Schedules in Higher Education?

Faculty administrators face mounting challenges planning and scheduling student courses and classes throughout the semester or year, including time, space, and program constraints. To ensure smooth academic course scheduling, school administrators must work better and smarter to keep students on track, and this begins by understanding the constraints they face:

Hard Constraints

These are constraints that can’t be physically violated:

  • Classes that are taught by the same professor
  • Classes that are held in the same classroom
  • A class and recitation or a lab of the same class
  • Classroom or space constraints resulting in classes that can’t be assigned to a specific room unless the capacity is greater or equal than the overall student enrollment

Medium Constraints

Medium constraints are avoidable with adjustments to student preferences specifications. Such constraints include:

  • Time conflicts for scheduled classes with students in common
  • Eligibility criteria set for the class in question

Soft Constraints

These are student and teacher preferences that don’t deal with time conflicts:

  • Lunch and break times
  • Timing requirements for teachers
  • Balanced enrollment in multi-section classes
  • Continuous time slots for specific classes
  • A balanced spread of schedules over the week
  • The distance between a room that a student class is assigned and the department building

Given these different constraints, it’s no secret why many colleges and universities have counted on academic scheduling software as a solution.

Why Implementing an Academic Scheduling Software is the Solution

Great academic scheduling lays the foundation for higher education institutions to function effectively and experience success. The reality, however, is that many of the systems that colleges and universities use are often time-consuming and lead to conflicts. Implementing a cloud-based academic scheduling system that can be accessed from anywhere by administrators, teachers, parents, and students is the way to go.

Why is this the best solution?

Organize and Streamline Academic Schedules and Timetables

A lot of time goes into organizing an academic schedule. From figuring out exactly when classes and courses will be taught to the lecturers that will teach those classes and courses, to planning all the relevant events that take place throughout the year, scheduling can be a tedious process. However, with smart academic scheduling software, you can easily streamline the internal scheduling process in your college or university campus, ensuring students are kept on track.

Save Time for Lecturers

There’s no doubt that lecturers in busy colleges and universities have a lot to handle at any given time. From planning classes to outlining semester courses, scheduling extracurricular activities for students to dealing with student issues, your teaching staff can greatly benefit from software that helps them streamline their already hectic academic schedules. Lecturers can customize their own schedules and allow both parents and students to use the software to schedule appointments, saving valuable time.

Increased Efficiency

When you consider all the events that happen in higher learning institutions, it’s easy to see why appointment scheduling that comes with academic scheduling software can be a great option for increasing efficiency. Admins no longer have to spend hours arranging schedules for parents or students. Parents, teachers, and students alike can enjoy easier access to online appointment and plan ahead for any event, ensuring improved efficiency across all areas.

Reduced Scheduling Conflicts

When your administrative offices are in charge of appointments, things can quickly go wrong. Universities and colleges have a lot going on at any given time, and with limited resources and staff, the last thing you want is adding more appointment work without implementing a streamlined process to make it easier, faster, and more efficient. You can reduce scheduling conflicts by introducing academic scheduling software that automates the whole process.

The Bottom line


A schedule is pulled up on a computer

There’s a lot of work that goes into academic scheduling, and perhaps the best way to make it easier for everyone, including administrative officers, lecturers, parents, and even students is by embracing automated academic scheduling technology. If you’re looking for a high education appointment scheduling solution that helps you improve efficiency, boost staff and teacher productivity, create better relationships, and reduce scheduling conflicts, get started with QLess.

We provide industry-leading appointment scheduling solutions as well as queue management solutions for colleges and universities. For more information, contact us or request a free demo.