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A Navigate U Step-by-Step Guide
Innovating in Course Fill Rates & Monitoring Thresholds

Overview

This guide outlines essential steps to effectively monitor and innovate in course fill rates at the University of Utah. It includes a timeline for reviewing upcoming section offerings, daily check-ins on the Office of the Registrar CourseLeaf Section Scheduler (CLSS), and strategies for engaging with department heads to address critical course needs and potentially opening new sections. For the AY 2025-2026, it is expected that departments will follow the Guidelines for Cancellation of Courses Due to Low Enrollment that were tested during AY 2024-2025.

Action Steps

  1. Use Course Demand/Course Fill Dashboards to analyze data.
    1. Course Catalog Term Report
    2. Course Fill Rate by Course Level
    3. Upcoming Term Course Demand Planning Tool
  2. Initiate scheduling of courses/sections based on historical data and anticipated demand.
  3. Convene department heads to discuss projected offering needs and potential adjustments.
  4. Conduct a preliminary review of offerings and make adjustments based on review for upcoming semester.
  5. Compare and solutions-find via planning and other Associate Deans at Meeting of Associate Deans (MAD).
  6. Make final adjustments to the course schedule based on updated enrollment data including Guidelines for Cancellation of Courses Due to Low Enrollment and wait lists.
  7. Identify courses with high demand and plan to open additional sections if necessary.
  8. Alert counterpart Associate Deans and the Vice Provost for Student Success via MAD of any challenges.
  9. Conduct daily morning check beginning on August 1 on CLSS Platform to review enrollment data for each course, flagging sections with low enrollment or high wait lists for further analyses and potential action.
    1. Update enrollment figures.
    2. Send daily updates to department heads on critical course/section fill rates and potential issues.
    3. Plan interventions through collaboration and information sharing with other Associate Deans and Vice Provost for Student Success to develop strategies to address low enrollment or wait list issues.
  10. Engage with department heads via weekly meetings to review data, identify critical needs, and plan for new sections.
  11. Utilize additional strategies such as:
    1. Leverage analytics to predict enrollment trends and identify potential issues before they arise.
    2. Implement flexible scheduling practices to accommodate changes in student demand.
    3. Collect and analyze student feedback on course availability and scheduling preferences.
    4. Use the enterprise technology to invest in advanced scheduling and enrollment management technologies to streamline processes.
    5. Ensure staff are well-trained in using the CLSS platform, EAB Navigate, and other relevant technologies.

Resources

  1. EAB: The Instructional Capacity Playbook (see especially pages 8 and 20-25)
  2. National Institute for Student Success: Create an account to access the learning portal and digital library

By following this guide, the University of Utah can effectively monitor and innovate in course fill rates, ensuring that student needs are met and resources are optimized. Regular review of enrollment data, proactive engagement with department heads, and a commitment to innovation will propel the Associate Deans as student success leaders who improve course fill rates, enhance the student experience, and ensuring every student can have an exceptional educational experience. #NavigateU

Last Updated: 8/26/25