CASE STUDY
University of Missouri–St. Louis Simplifies Academic Scheduling
How UMSL streamlined scheduling workflows, reduced manual data entry by 85%, and improved schedule quality with CourseLeaf CLSS.
At a Glance
Institution Type: Four-Year Public
Enrollment: 8,000 students
SIS Integration: Peoplesoft Integration
Challenge: Outdated scheduling processes; Duplicate entry across systems; Frequent schedule conflicts; Spreadsheet-driven cleanup
CourseLeaf Solutions: CourseLeaf CLSS Academic Scheduling Software & Analtyics
Building a Better Scheduling Process
Managing an academic schedule is one of the most complex operational responsibilities on campus. At the University of Missouri–St. Louis (UMSL), creating the schedule of classes required extensive manual effort across 37 academic departments and nearly 3,800 course sections. Duplicate data entry, disconnected systems, and spreadsheet-based reviews made it difficult to maintain an accurate schedule while creating unnecessary work for staff.
The university wanted more than a faster scheduling process. It wanted a smarter, more collaborative approach that would improve schedule quality, reduce administrative burden, and provide students with a more consistent registration experience.
A Process Burdened by Manual Work
Before implementing CourseLeaf CLSS, UMSL relied on legacy scheduling processes that required staff to enter and maintain information across multiple systems. Identifying errors often meant reviewing exported spreadsheets line by line before schedules could be published.
"I would have to download numerous spreadsheets and try to find all the errors line by line to make sure it was all accurately reflected for the students," said Megan Heiser, Student Support Specialist.
Even after schedules were published, instructors submitted as many as 500 schedule changes each month. Staff tracked those changes using free online software before manually re-entering information into the Student Information System. The process introduced scheduling conflicts, duplicate work, and unnecessary complexity while increasing the likelihood of errors that could impact students.
Recognizing these challenges, UMSL began searching for a solution that would streamline scheduling, reduce staff workload, and improve the overall academic experience.
Expanding a Trusted Partnership
Following successful implementations of CourseLeaf's academic catalog software, CAT, and curriculum management software, CIM, UMSL selected CourseLeaf CLSS to modernize its scheduling process.
"Thanks to CLSS we were able to revamp our standard meeting policy. Before that, department chairs and deans didn't even know about the policy," said Danielle Faucett, Assistant Registrar.
CLSS provided a connected scheduling environment that synchronized directly with PeopleSoft Campus Solutions while automatically validating scheduling policies and reducing manual processes. Greater transparency across departments also made it easier to coordinate scheduling across multiple future terms, helping reduce conflicts before they reached students.
"I don't have to sort through errors. It is great! It makes my life easier, and I now get to spend my time elsewhere and more efficiently," said Heiser.
Empowering Departments While Maintaining Control
CourseLeaf CLSS transformed scheduling from a fragmented, spreadsheet-driven process into a collaborative workflow.
Instead of navigating eight to ten different PeopleSoft screens, users could complete scheduling tasks from a single interface designed specifically for academic scheduling. Intuitive editing, review, and approval tools encouraged broader participation across campus while allowing the Registrar's Office to maintain oversight through workflow, role-based permissions, and automated validation.
"People who refused to touch the schedule before are now enthusiastically getting involved. Department chairs that used to delegate it now want to use CLSS because it's great!" said Faucett.
Workflow and automated rule checking helped identify issues before schedules were finalized, reducing the need for manual review.
"Workflow has been really helpful. We are definitely utilizing the rule and error checking features. It has been a lifesaver for me," said Heiser.
Role-based permissions further strengthened data quality by ensuring users could make only the changes appropriate to their responsibilities.
"Our data was all over the place. Having the ability to restrict what people can do is powerful," said Faucett.
To improve campus-wide planning, the Registrar's Office also leveraged the CLSS Heat Map to visualize course distribution and support scheduling decisions across departments.
"We have been using the Heat Mapping tool a lot. It helps other departments determine when the highest number of class sections are being offered," said Heiser.
Results That Extend Beyond Efficiency
The impact of CLSS was immediate.
UMSL eliminated 85% of manual data entry into PeopleSoft and reduced schedule changes by more than 65%. With fewer corrections and a more structured workflow, staff shifted their focus from resolving scheduling issues to improving schedule quality and supporting institutional planning.
"It really does help streamline the schedule. It really can help you change your business practices," said Faucett. "We're seeing less changes because people realize that it will need to go through workflow and would affect the students."
For staff, the greatest benefit was the ability to spend less time managing spreadsheets and more time improving the academic schedule.
"For me, the biggest thing has been that I am able to make more use of my time. I don't have to do tedious things. Now, I am able to strategically work on the schedule," said Heiser.
A Stronger Foundation for Academic Scheduling
Today, UMSL manages academic scheduling through connected workflows that improve collaboration, reduce manual effort, and help maintain accurate scheduling data across campus. By simplifying scheduling while strengthening governance and visibility, the university has created a more sustainable process that benefits administrators, faculty, and students alike.
CourseLeaf CLSS helped UMSL transform scheduling from a reactive administrative task into a more strategic academic operation, giving staff the tools and time to focus on building better schedules instead of correcting them.