University of East London

How The University of East London Achieved Timetabling Excellence with Celcat

Before Celcat, the University of East London’s timetabling system faced significant challenges, including manual data entry, inefficient communication, and data integrity issues. These challenges resulted in delays, scheduling conflicts, and a subpar student experience. Recognising the need for a more modern, efficient solution aligned with its ambitious Vision 2028 strategy, the University of East London consulted with Celcat.

Vision 2028, University of East London’s 10-year plan, aims to reshape education through collaborative initiatives, preparing students for a rapidly evolving digital economy. Celcat’s partnership with the University of East London directly supports Vision 2028’s goals by:

• Automating key processes: Reducing manual effort, minimising errors, and improving resource allocation.
• Enhancing transparency and user satisfaction: Improving communication, providing real-time information, and enhancing the student experience.
• Streamlining operations: Increasing efficiency and reducing inefficiencies across all levels of timetabling, including academic and exam scheduling, attendance recording, reporting, and room booking.

Key Results

Enhanced Data Accuracy and Efficiency

Celcat’s System Integration Manager (SIM) automated data imports, eliminating manual entry and ensuring data consistency. The previous timetabling system lacked integration with other crucial university systems, including student records, human resources, Microsoft, and digital signage. This absence of integration led to significant duplication of data entry across different teams. For instance, module records were initially created by one team on the student records system. Subsequently, when a room booking was necessary, the timetabling team would be notified, often at the last minute, and the timetabler had to manually recreate the same record on the timetabling system before a booking could be made. This process was not only inefficient and poorly coordinated but also highly susceptible to human error.

Furthermore, the optimal structure for student groups was under consideration. The previous timetabling system involved manually creating groups without storing student memberships directly in its database. This resulted in a mismatch of groups between the timetable database and the student records system (SITS), making it challenging to verify whether all populated SITS groups were accurately timetabled. Although integration between SITS and Celcat was technically possible, the University of East London was initially uncertain about the most effective way for these groups to appear within Celcat and whether implementing a subgroup structure would be beneficial.

Through consultancy, the University of East London collaborated with Celcat to define the most suitable data structure for their business requirements. Beyond the fact that our product is fit for purpose, Celcat staff were helpful and knowledgeable about the industry. Also, Celcat consultants understood their specific needs and possessed the expertise to offer guidance.

Celcat SIM addressed their data challenges by introducing a seamless and continuous flow of information across systems, operating 24/7. Consequently, the timetabling team was relieved of the burden of managing missed timetables and rectifying inaccurate data entries, allowing them to concentrate on their core responsibilities of timetabling and planning. As a result, the University of East London achieved greater accuracy in its timetable publications and was able to bring forward the annual timetable release by two months. This significant improvement empowered both prospective and returning students to plan their work and personal lives more effectively around their educational commitments.

Seamless Communication and Access

Celcat Publishing replaced outdated paper-based and emailing methods, offering real-time access to timetables via web and mobile platforms. Integration with Outlook Calendar provided students and staff with personalised schedules on their devices, alongside their other university commitments, allowing them to pre-plan their time.

Gone were the chaotic days when hundreds of students, and sometimes even lecturers, flocked to the noticeboards and helpdesks to find out where their classes were, only to discover clashes with their other commitments. This change has helped to eliminate the need for course administrators to be stationed at helpdesks and allowed the restructuring of the University’s operational provision, which resulted in the splitting up of Student Services from Registry Services.

Optimised Resource Utilisation

Automated Premium and Room Booking features improved room allocation, ensuring optimal usage and minimising scheduling conflicts. This enhanced operational efficiency, allowing staff to focus on academic responsibilities and boosts morale and productivity. Before Celcat Automation Premium, academic timetabling was heavily reliant on the timetabler’s knowledge of curriculum requirements and their judgement of allocation priority. The old system’s sequential scheduling logic did not serve room utilisation well.

It is often difficult to balance requests for rooms from various departments. This was frequently handled on a first-come, first-served basis. Automation allows all requests to be processed at the same time, leading to a fairer distribution of resources. Celat Automation’s iterative logic also allowed a better fit of timetables, improving the University of East London’s rescheduling results from around 70% up to 98%.

During the pilot phase of Automation, the University of East London identified a need for a method to filter and identify templates. Celcat’s developer responded promptly to this requirement and provided a solution that has now been integrated into the product design.

Celcat Automation allows the entire timetable to be modelled, tested, and continually refined, and removes the repetitive nature of searching for available times, staff, and rooms. The University of East London puts much effort into their annual planning using Celcat Timetabler, ensuring future plans are data-driven, leading to better utilisation of the estate and resources. For example, before scheduling, the University of East London discovered using Celcat’s reporting function that there was over 100% demand for rooms at peak teaching hours (Tuesdays and Thursdays, 10 am). Adjustments to allocation priority and to scheduling policy were authorised by the University Management Team to address this, so demands were redistributed to the less utilised timeslots.

Enhanced Student Experience

Students benefited from improved access to information through mobile apps and interactive campus displays. Changes to timetables are always inevitable. Valuable teaching time was lost when timetables did not show live data, in some cases, up to 20 minutes or 33% of a one-hour class. This continued focus on enhancing the student experience is reflected in the University of East London’s ground-breaking results in the 2024 National Student Survey (NSS), where students rated their experience 1st in London, 1st in England, and 3rd in the UK.

Improved student retention, Compliance, and Support

Celcat’s Attendance Monitoring system, integrated with the University of East London’s RFID card readers, ensured compliance with UKVI regulations and enabled early intervention for at-risk students, enhancing support, engagement, and retention. The quick and easy electronic method saves valuable teaching and learning time by automating the recording process, allowing larger lectures to proceed without any disturbance. This was brought in to help address the challenge of as much as a 10.5% drop-out rate in the first year of study before adopting Celcat in 2010, which was brought down to 8.3% in 2019. Student Retention is vital to the financial health and sustainability of a university.

Increased Collaboration and Accountability

Access to timetable records and permissions to modify timetables were open to all users prior to Celcat, which had caused many issues when it came to accountability. The number of user licences was limited (floating licensing), and their distribution had hindered the use of the system. Celcat Timetabler’s highly flexible role-based user access and site licence for unlimited user population allowed a semi-distributed timetabling model, which empowered departments while maintaining data integrity through centralised controls. This fostered a culture of accountability, ensuring that data was accurate and accessible across departments, thereby improving overall coordination, and enabled the University of East London to remodel their team structures without technical constraints.

A Foundation for Future Growth

With Celcat’s flexible and scalable platform, the University of East London is well-equipped to adapt to future changes for further operational improvements. This long-standing partnership with Celcat has provided a solid foundation for future growth and innovation, positioning the University of East London to further enhance the student experience, streamline administrative processes, and maintain a competitive edge in higher education.

The Power of Celcat Timetabler

The successful implementation of Celcat Timetabling at the University of East London exemplifies the transformative power of Timetabler within educational operations. Over many years, Celcat has significantly improved timetabling efficiency, data accuracy, and student satisfaction while fostering a culture of collaboration and accountability within the university. This partnership demonstrates the long-term value of investing in a reliable, flexible, and innovative timetabling solution that adapts to the evolving needs of the institution.

A Commitment to Innovation

Celcat’s credibility and reliability have made it an invaluable partner in the University of East London’s journey toward improved operational efficiency and student success. As the University of East London continues to embrace innovation and pursue its Vision 2028 strategy, Celcat remains committed to supporting the university’s growth and ongoing success in the digital age.