SUBJECT: Scheduling & New System (CLSS) Project Update

Hi all;

I hope all is well. Fall is in the air and I know you are all engaging with students and working on countless other activities and projects. I want to take this opportunity to share some exciting news about the progress that has been made on the implementation of CLSS, which will be our new course scheduling software system. As many of you know, this has been in the works for a while, and we appreciate everyone’s patience as we delayed implementation to focus on the unique challenges the pandemic brought to scheduling.  However, a team from across campus has been working diligently to help launch this new tool that will create efficiencies and provide a more seamless integration of our scheduling processes and practices.

There was some discussion about fully implementing CLSS campus-wide vs. a targeted pilot. We evaluated this option, but after consideration, determined a pilot will allow us to work through any potential unanticipated issues with a smaller group.  Also, resolving these issues in the pilot will ensure a more seamless implementation for all departments as we transition to this new software.  In short, the pilot best positions our campus for success in the future. As a reminder, the departments participating in the pilot include: NSCI from CASL, both HHS and EDCA from CEHHS, CIS from CECS, and both ACFI and BUSA from COB.

Here is the progress that has been made since June:

• Completed the workflow set up in collaboration with CourseLeaf representative to ensure that the data is accurate and that the CLSS software is working as intended with the information in our schedule.
• Completed the final exam component which will automate scheduling processes for final exams.  For in-person courses only, faculty will indicate that they will or will not need a room for their final exam in the system rather than responding to emails.  This software enhancement will automate this process and keep final exams in the same rooms as the course whenever possible. Since final exams are usually scheduled manually, this enhancement will eliminate what used to be a very labor intensive and time-consuming endeavor.
• Training:
            +   Created training materials for schedulers from each college
            +   Verified trainer availability from vendor
            +   Currently scheduling training dates for pilot participants

With UM-Dearborn’s campus moving towards shared responsibility for scheduling through the CLSS software, we will be discussing appropriate deadlines and metrics in the coming months. It is essential that we, as a community, agree to and abide by shared standards so that we can benefit from the efficiencies to be gained from using CLSS. The Provost’s office will work closely with Enrollment Management and the colleges to identify and implement these shared standards. See below for a general timeline of the project.

Going forward, you can expect monthly updates on the status of the CLSS pilot to be made by Michele Thompson ([email protected]), the new Executive Director of Enrollment Management Operations & Technology, and McKenna Maurino ([email protected]), the Office of the Provost’s Special Project Coordinator. We are excited to have Michele join the EM Leadership team. She will oversee the Registrar, Admissions Operations and analysts (EMSIT) to enhance operations, processing and support of critical academic platforms like CLSS. Likewise, we are happy to have McKenna in her new role within the Provost Office which is designed to ensure that large-scale projects, like course scheduling, are properly facilitated and streamlined with departments and colleges. If you have any questions or thoughts to share, please do not hesitate to reach out to Michele or McKenna as they work to support enhancements that will benefit all of you. Thank you for your continued collaboration and support for this important improvement in our course scheduling process at UM-Dearborn.

Sincerely,
Gabriella Scarlatta
Interim Provost & Executive Vice Chancellor for Academic Affairs

Melissa Stone
Vice Provost, Enrollment Management