Automating Freshman Course Placement and Registration: A Case Study

Abstract

This implementation report explores Rowan University's effort to automate the process of freshman course placement and registration. Historically, Freshman Instructional Guides (FIGS) at Rowan was 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 automated process classifies students based on program groupings, determines primary and secondary course placements, checks for real-time availability and constraints in Banner, and completes course registration for freshmen in bulk. The resulting system processed over 3500 incoming students with over 350 hours in annual time savings, 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.