Case Study: University of Toronto - Transforming Academic Scheduling with Infosilem

Background 

The University of Toronto (U of T), a top global research institution, faced big challenges in managing course and room schedules across its downtown campus. To keep up its high academic standards and ensure a smooth experience for students and faculty, U of T needed a strong scheduling solution. This solution had to handle complex factors like room use, instructor preferences, and the growing demand for hybrid learning. In 2004, they turned to Infosilem to boost their scheduling efficiency, visibility, and accountability.

 

Challenges

 

Dynamic Course Demand and Space Utilization 

U of T’s large and diverse student body needed flexible course schedules that made the best use of space and were easy to access. However, the high demand for prime-time slots and frequent changes in course requirements often led to scheduling bottlenecks, underused resources, and fewer course options for students.

 

Increased Need for Collaboration Across Departments 

As courses began to include online and hybrid options, coordinating schedules among various academic departments and stakeholders became more complex. The lack of visibility into each department’s needs added more challenges, sometimes leading to duplicated scheduling efforts and inefficient room allocation.

 

High Volume of Schedule Adjustments 

Frequent changes after schedules were published, mainly due to mismatches in instructor and space preferences, created extra administrative work. These adjustments not only delayed final schedules but also negatively impacted student registration and course planning.

 

Solution Implementation 

U of T implemented Infosilem’s Academic Scheduling Solution, a comprehensive, collaborative scheduling platform designed for large educational institutions. This platform helped U of T tackle its core challenges directly:

 

Optimized Scheduling Configurations 

Infosilem worked with U of T to design and implement custom scheduling configurations that matched the university’s priorities. This approach helped create a balanced timetable that maximized room use, reduced course conflicts, and better met the diverse needs of students and faculty.

 

Collaborative Scheduling Environment 

Infosilem’s collaborative framework improved communication between departments and the central scheduling office, reducing conflicts and making planning more efficient. The platform’s permissions-based access allowed each department to input their requirements while maintaining a unified scheduling vision.

 

Optimized Room and Seat Utilization 

The automated room-assignment algorithm matched U of T’s diverse course requirements with the best available spaces, improving room usage across campus. This feature significantly cut down on manual scheduling efforts, allowing for quick adjustments and efficient utilization reporting.

 

Support for Hybrid Learning Modes 

Infosilem’s platform provided seamless scheduling for online, in-person, and hybrid courses, which was crucial as U of T adapted to new learning models. The system’s ability to factor in travel time between physical and virtual locations was invaluable for hybrid course logistics.

 

Outcomes

 

Enhanced Scheduling Efficiency and Reduced Adjustments 

With Infosilem, U of T saw significant improvements in scheduling accuracy and efficiency. The system’s real-time feedback and conflict-checking tools led to a 30% reduction in post-publication schedule adjustments, boosting confidence in schedules for students, faculty, and administration.

 

Improved Space Utilization 

Infosilem’s analytics-driven approach allowed U of T to maximize room usage, aligning with institutional priorities. By automating room assignments and validating space usage, the university reported a measurable increase in overall room utilization, supporting its commitment to efficient campus resource management.

 

Stronger Departmental Collaboration and Accountability 

By enabling shared scheduling access across departments, Infosilem promoted transparency and accountability within U of T’s scheduling processes. Departments now benefit from a unified scheduling environment that reduces redundancies and optimizes the scheduling flow by formalizing and tracking scheduling change requests and timetable modifications.

 

Supportive Customer Service and Continual Improvement 

Michelle Warrington, Project Manager for Learning Space Management at U of T, praised Infosilem’s proactive customer support, noting, “Customer service is always great, very quick response, very eager to help.” U of T’s ongoing partnership with Infosilem ensures that the institution remains agile and adaptive, able to address emerging scheduling needs effectively.

 

Conclusion 

Infosilem has been a crucial partner in helping the University of Toronto overcome scheduling complexities by delivering a scalable, efficient, and collaborative scheduling platform. The university’s journey with Infosilem highlights the importance of data-driven decision-making, seamless departmental coordination, and effective space utilization in modern academic scheduling. Today, U of T continues to benefit from Infosilem’s capabilities, positioning the institution to support its diverse academic needs well into the future. 

 

 

About Infosilem 

Infosilem’s suite of academic scheduling solutions is designed to meet the dynamic needs of higher education institutions, offering customizable, data-rich scheduling tools that promote efficient resource use, stakeholder collaboration, and enhanced student success.