Automating Freshman Course Placement and Registration: A Case Study

Abstract

This implementation report explores Rowan University's efforts to automate first-year course placement and registration. Historically, Freshman Instructional Guides (FIGS) at Rowan were manually executed, requiring significant time from Testing Services, University Advising, and the Registrar's Office to evaluate placement needs and assign students to courses. Given the 57% surge in first-time degree-seeking student enrollment over a decade, the manual processes became increasingly unsustainable. In response, a cross-departmental team developed a comprehensive automated process to integrate data from Banner (Student Information System), Google Sheets maintained by Advising, and other sources. This computerized process classifies students by program groupings, determines primary and secondary course placements, checks Banner for real-time availability and constraints, and completes bulk course registration for first-year students. The resulting system processed over 3500 incoming students, saving over 350 hours annually, reduced the potential for human error, and enabled staff to shift focus from administrative work to strategic advising. This report outlines the implementation context, design architecture, technical integration, assessment methods, lessons learned, and practical implications for institutions with similar challenges.