Updating UC San Diego's Enrollment System

Updating UC San Diego's Enrollment System

Optimizing our college enrollment + class planning tool to be more thoughtfully intuitive + friendly.

Optimizing our college enrollment + class planning tool to be more thoughtfully intuitive + friendly.

ROLE

ROLE

Product Marketer

Product Marketer

TEAM

TEAM

1 product manager + 1 product designer + 1 product marketer (me!)

1 product manager +

1 product designer +

1 product marketer (me!)

DURATION

DURATION

March 2023 - June 2023

March 2023 -

June 2023

ORGANIZATION

ORGANIZATION

Product Space at UC San Diego

Product Space at UC San Diego

TOOLS

TOOLS

Figma + Figjam, Notion, Asana

Figma + Figjam, Notion, Asana

The Problem

The Problem

At UCSD, course enrollment is a quarterly stressful ritual.

At UCSD, course enrollment is a quarterly stressful ritual.

As the next academic quarter approaches, a familiar wave of stress rolls over students at UCSD. It’s time to tackle a task that inspires both anxiety and frustration: course enrollment. At the heart of this chaos lies WebReg: the university’s enrollment tool, which has gained a reputation for being more of a hindrance than a help.

Enrollment is often a daunting task. Students juggle multiple sources of information, often across multiple webpages, to make informed decisions; hunting down professor reviews, digging through catalogs, and navigating major requirements takes hours. The system’s limitations force them into spreadsheets, forums, and group chats just to do something as basic as plan their quarter.


The process of planning one’s academic future should feel empowering. Instead, it feels like a logistical mess, with weeks of uncertainty around the trajectory of their degrees.

As the next academic quarter approaches, a familiar wave of stress rolls over students at UCSD. It’s time to tackle a task that inspires both anxiety and frustration: course enrollment. At the heart of this chaos lies WebReg: the university’s enrollment tool, which has gained a reputation for being more of a hindrance than a help.

Enrollment is often a daunting task. Students juggle multiple sources of information, often across multiple webpages, to make informed decisions; hunting down professor reviews, digging through catalogs, and navigating major requirements takes hours. The system’s limitations force them into spreadsheets, forums, and group chats just to do something as basic as plan their quarter.


The process of planning one’s academic future should feel empowering. Instead, it feels like a logistical mess, with weeks of uncertainty around the trajectory of their degrees.

We asked: how might we ease and optimize the enrollment process for UCSD students?

We asked: how might we ease and optimize the enrollment process for UCSD students?

The Product

The Product

Meet WebReg: UCSD’s all-in-one class planning and enrollment tool.

Meet WebReg: UCSD’s all-in-one class planning and enrollment tool.

Application features

Application features

Search, plan, and register for classes

Schedule events

Submit course requests to counselors

Access course and textbook catalogs

Search, plan, and register for classes

Schedule events

Submit course requests to counselors

Access course and textbook catalogs

WebReg usage metrics

WebReg usage metrics

33,343 undergrads • 8,542 grad students

Enrollment periods span 2 weeks each quarter

WebReg supports 1k–10k concurrent visitors

100+ majors = hundreds of classes per quarter

33,343 undergrads • 8,542 grad students

Enrollment periods span 2 weeks each quarter

WebReg supports 1k–10k concurrent visitors

100+ majors = hundreds of classes per quarter

WebReg handles everything from registration to grade viewing, but “all-in-one” is generous. Its actual functionality falls short of basic usability standards.

WebReg handles everything from registration to grade viewing, but “all-in-one” is generous. Its actual functionality falls short of basic usability standards.

User Research

User Research

We surveyed 30 students on their WebReg usage habits.

We surveyed 30 students on their WebReg usage habits.

Surveyed from the UCSD student population (undergraduates, masters, and doctoral students)

Surveyed from the UCSD student population (undergraduates, masters, and doctoral students)

100%

100%

Use WebReg to enroll in classes (yay!)

Use WebReg to enroll in classes (yay!)

86%

86%

Use WebReg for class planning

Use WebReg for class planning

63%

63%

Use WebReg to search for classes

Use WebReg to search for classes

31%

31%

Use WebReg to access course information

Use WebReg to access course information

Here’s what we learned from 15 student users we interviewed.

Here’s what we learned from 15 student users we interviewed.

Surveyed from the UCSD student population (undergraduates, masters, and doctoral students)

Surveyed from the UCSD student population (undergraduates, masters, and doctoral students)

12 out of 15 students...

12 out of 15 students...

Plan backup and alternative classes on their own, just in case

Plan backup and alternative classes on their own, just in case

14 out of 15 students...

14 out of 15 students...

Have multiple external tabs open when planning their course schedule, tab-switching for basic details like prerequisites, instructors, or lab requirements

Have multiple external tabs open when planning their course schedule, tab-switching for basic details like prerequisites, instructors, or lab requirements

13 out of 15 students...

13 out of 15 students...

Use external planning tools, like spreadsheets or public forums

Use external planning tools, like spreadsheets or public forums

““I always have a headache after using WebReg. Nothing is in one place. ”
- Nora, 21

““I always have a headache after using WebReg. Nothing is in one place. ”
- Nora, 21

Key Pain Points

Key Pain Points

Here’s where students are getting stuck.

Here’s where students are getting stuck.

Missing course info

Missing course info

“[My] biggest issue is not being able to see the course description and instead having to look on a secondary website or other UCSD forums. I have to click between multiple different sites when I’m trying to enroll.”

“[My] biggest issue is not being able to see the course description and instead having to look on a secondary website or other UCSD forums. I have to click between multiple different sites when I’m trying to enroll.”

High cognitive load

High cognitive load

“It’s not clear if a class has a particular extra lab, professor, prerequisite... [there is] a lack of just basic information because the course catalogue isn’t hyperlinked.”

“It’s not clear if a class has a particular extra lab, professor, prerequisite... [there is] a lack of just basic information because the course catalogue isn’t hyperlinked.”

Unappealing and outdated UI

Unappealing and outdated UI

“The interface feels so old and laggy. I have to be careful when I click on classes to enroll to make sure they’re the right ones, especially when I am trying to grab classes at the start of my pass time.”

“The interface feels so old and laggy. I have to be careful when I click on classes to enroll to make sure they’re the right ones, especially when I am trying to grab classes at the start of my pass time.”

User Personas

User Personas

To better empathize with our users, we created some student personas that reflected some common goals and frustrations.

To better empathize with our users, we created some student personas that reflected some common goals and frustrations.

Melody

Melody

19, she/her | B.S in Cognitive Science at UCSD

19, she/her | B.S in Cognitive Science at UCSD

Goal: Take the right classes to transfer into Mechanical Engineering while graduating on time

Pain points: Needs accurate, up-to-date class info to compete for high-demand courses

Goal: Take the right classes to transfer into Mechanical Engineering while graduating on time

Pain points: Needs accurate, up-to-date class info to compete for high-demand courses

Dominic

Dominic

23, he/him | M.S in Business Analytics at UCSD

23, he/him | M.S in Business Analytics at UCSD

Goal: Keep track of his busy TA work schedule, review course evaluations for professors, plan and take upper division courses

Pain points: Needs to reference 3+ sites to get course and professor information, is frustrated with limited search abilities

Goal: Keep track of his busy TA work schedule, review course evaluations for professors, plan and take upper division courses

Pain points: Needs to reference 3+ sites to get course and professor information, is frustrated with limited search abilities

SWOT Analysis

SWOT Analysis

However, there’s still room for growth!

However, there’s still room for growth!

Strengths

Strengths

Strengths

Straightforward

Functionally practical

Gets the job done!

Straightforward

Functionally practical

Gets the job done!

Straightforward

Functionally practical

Gets the job done!

Threats

Threats

Threats

Enrollment bugs

Alternative class planning tools (spreadsheets, notes)

Enrollment bugs

Alternative class planning tools (spreadsheets, notes)

Enrollment bugs

Alternative class planning tools (spreadsheets, notes)

Weaknesses

Weaknesses

Weaknesses

Outdated, unpleasant UI

Difficult to navigate

Limited use cases

Outdated, unpleasant UI

Difficult to navigate

Limited use cases

Outdated, unpleasant UI

Difficult to navigate

Limited use cases

Opportunities

Opportunities

Opportunities

Growing UCSD population

Course tools spread across 2+ platforms (for now)

Growing UCSD population

Course tools spread across 2+ platforms (for now)

Growing UCSD population

Course tools spread across 2+ platforms (for now)

Competitive Analysis

Competitive Analysis

What are other enrollment planning tools doing better?

What are other enrollment planning tools doing better?

Key Features

Key Features

Key Features

class planning

class planning

class planning

class enrollment

class enrollment

class enrollment

course information

course information

course information

personal scheduling

personal scheduling

personal scheduling

user-friendly UI

user-friendly UI

user-friendly UI

WebReg

WebReg

WebReg

Information hubs

(Rate MyProfessors, course catalogs, CAPEs)

Information hubs

(Rate MyProfessors, course catalogs, CAPEs)

Information hubs

(Rate MyProfessors, course catalogs, CAPEs)

[TEXT]

[TEXT]

Proposed Solutions

Proposed Solutions

What if WebReg was a comprehensive all-in-one hub for enrollment that actually supported the planning process?

What if WebReg was a comprehensive all-in-one hub for enrollment that actually supported the planning process?

With these pain points in mind, we ideated and landed on the following goals for our redesign:

With these pain points in mind, we ideated and landed on the following goals for our redesign:

Pain Points 👎

Pain Points 👎

Solutions ✅

Solutions ✅

Lack of critical course information

Lack of critical course information

Pop-ups with critical course essentials: view logistics, prerequisites, evaluations leaving the page.

Pop-ups with critical course essentials: view logistics, prerequisites, evaluations leaving the page.

Ineffective search capabilities

Ineffective search capabilities

A refined, personalized search system that uses degree audits to suggest classes.

A refined, personalized search system that uses degree audits to suggest classes.

Unintuitive UI

Unintuitive UI

A clean design system with consistent spacing, smart hierarchy, and just enough color to guide attention.

A clean design system with consistent spacing, smart hierarchy, and just enough color to guide attention.

Market Opportunity

Market Opportunity

What segment of the market could we realistically capture with our redesign?

What segment of the market could we realistically capture with our redesign?

TAM Total Addressable Market

TAM Total Addressable Market

1.59 billion


1.59 billion


SAM Served Available Market

SAM Served Available Market

235 million

235 million

SOM Servicable Obtainable Market

SOM Servicable Obtainable Market

15.9 million

15.9 million

[TEXT]

[TEXT]

Original Interface

Original Interface

How do we enhance the current user experience?

How do we enhance the current user experience?

We didn’t want to rip WebReg apart—we wanted to meet users where they were, and build on top of the system with smarter, more supportive design.

We didn’t want to rip WebReg apart—we wanted to meet users where they were, and build on top of the system with smarter, more supportive design.

Low-Fidelity Wireframes

Low-Fidelity Wireframes

Here’s how we started rethinking the interface.

Here’s how we started rethinking the interface.

Class planning view with cleaner layout + visual hierarchy

Class planning view with cleaner layout + visual hierarchy

Calendar view for finals with critical info

Calendar view for finals with critical info

Calendar view with more visible class statuses and visual cues

Calendar view with more visible class statuses and visual cues

Informed search results with unit counts and course blurbs

Informed search results with unit counts and course blurbs

Friendly error handling (invalid enrollment, waitlist alerts)

Friendly error handling (invalid enrollment, waitlist alerts)

Expanded course detail views with increased padding

Expanded course detail views with increased padding

Brand Guidelines

Brand Guidelines

We wanted our redesign to stay consistent with other UCSD tools, so we turned to our school’s branding guidelines.

We wanted our redesign to stay consistent with other UCSD tools, so we turned to our school’s branding guidelines.

High-Fidelity Wireframes

High-Fidelity Wireframes

Using new branding guidelines, we created our hi-fi prototype.

Using new branding guidelines, we created our hi-fi prototype.

Schedule and course listings page

Schedule and course listings page

Using color intentionally to draw attention to action items!

Using color intentionally to draw attention to action items!

Finals

Finals

A quick, simple summary of where + when your finals are.

A quick, simple summary of where + when your finals are.

Course schedule

Course schedule

A snapshot of next quarter’s schedule and enrollment status.

A snapshot of next quarter’s schedule and enrollment status.

Search results

Search results

No more cross-referencing course catalogs to find class descriptions!

No more cross-referencing course catalogs to find class descriptions!

Warnings and notifications

Warnings and notifications

WebReg will tell you when you can’t take an action, like enroll or waitlist.

WebReg will tell you when you can’t take an action, like enroll or waitlist.

Thoughtful padding and heirarchy

Thoughtful padding and heirarchy

Course listings were cramped and neon blue. This feels better to look at!

Course listings were cramped and neon blue. This feels better to look at!

Accessibility + Support

Accessibility + Support

We also implemented some new solutions to increase accessibility to information and support class planning.

We also implemented some new solutions to increase accessibility to information and support class planning.

🎓 Degree audit pop-up

🎓 Degree audit pop-up

Not sure where to start with class planning? WebReg will recommend some classes based on your GE and major requirements.

Not sure where to start with class planning? WebReg will recommend some classes based on your GE and major requirements.

🔍 Simplified ‘advanced filter’

🔍 Simplified ‘advanced filter’

If you know exactly what department, instructor, or weekdays you’re looking for, filter intelligently to find them.

If you know exactly what department, instructor, or weekdays you’re looking for, filter intelligently to find them.

🧑‍🏫 Professor CAPE evaluations

🧑‍🏫 Professor CAPE evaluations

Learn more about a professor before you enroll from average rating stats and class evaluations.

Learn more about a professor before you enroll from average rating stats and class evaluations.

Final Prototype

Final Prototype

Take a look at our final solution here!

Take a look at our final solution here!

View here

View here

Repositioning WebReg

Repositioning WebReg

We wanted adjust the messaging of our enrollment tool to feel empowering.

We wanted adjust the messaging of our enrollment tool to feel empowering.

With the opportunity to launch a new version of WebReg to the entire school, we would have used this repositioning statement to guide the tool’s shift in perception from frustrating to empowering.

With the opportunity to launch a new version of WebReg to the entire school, we would have used this repositioning statement to guide the tool’s shift in perception from frustrating to empowering.

For university students looking to streamline their class planning and registration process, WebReg serves as a one-stop course information and enrollment hub. WebReg provides an intuitive enrollment system, seamless access to course and professor information, and personalized degree recommendations for an efficient, stress-free experience.

For university students looking to streamline their class planning and registration process, WebReg serves as a one-stop course information and enrollment hub. WebReg provides an intuitive enrollment system, seamless access to course and professor information, and personalized degree recommendations for an efficient, stress-free experience.

Go-to-Market Strategy

Go-to-Market Strategy

No one has to adopt WebReg—they already use it. So how do we get them to love it?

No one has to adopt WebReg—they already use it. So how do we get them to love it?

As we already have a 100% usage rate (everyone has to enroll with WebReg), there wasn’t a need to convert students to Webreg users. Instead, we focused on the other three stages of the marketing funnel when creating a go-to-market strategy.

As we already have a 100% usage rate (everyone has to enroll with WebReg), there wasn’t a need to convert students to Webreg users. Instead, we focused on the other three stages of the marketing funnel when creating a go-to-market strategy.

Our goals:

  1. 📚 Earn consideration

  2. 🤳 Convert students into more active users

  3. 🗣️ Create loyal advocates

Our goals:

  1. 📚 Earn consideration

  2. 🤳 Convert students into more active users

  3. 🗣️ Create loyal advocates

Our goals:

  1. 📚 Earn consideration

  2. 🤳 Convert students into more active users

  3. 🗣️ Create loyal advocates

KPIs

KPIs

How do we measure success of our redesign and our repositioning?

How do we measure success of our redesign and our repositioning?

Reach

Reach

support growth in users and number of visits for 40k+ students, reduce number of crashes

support growth in users and number of visits for 40k+ students, reduce number of crashes

Satisfaction

Satisfaction

increase in user satisfaction with UI and overall system, user input surveys

increase in user satisfaction with UI and overall system, user input surveys

Function

Function

repair current pain points and outperforms previous iteration, A|B testing

repair current pain points and outperforms previous iteration, A|B testing

Retention

Retention

increase in # of users returning to use new features (class planning + recommendations)

increase in # of users returning to use new features (class planning + recommendations)

Bringing it back...

Bringing it back...

What would success look like in terms of our original metrics?

What would success look like in terms of our original metrics?

86%

86%

96%

96%

Would use WebReg for class planning

Would use WebReg for class planning

63%

63%

83%

83%

Use WebReg to search for classes

Use WebReg to search for classes

31%

31%

71%

71%

Use WebReg to access course information

Use WebReg to access course information

Product Requirement Document

Product Requirement Document

To stay consistent with industry standards, we tracked our progress + established hypothetical business needs in a PRD!

To stay consistent with industry standards, we tracked our progress + established hypothetical business needs in a PRD!

Future Enhancements

Future Enhancements

Some ideas that would make WebReg even more equitable for all students…

Some ideas that would make WebReg even more equitable for all students…

🤖 AI academic advising: Chat-based support that answers common questions in real-time


🗓 Auto-generated schedules: Based on major + degree requirements


🧮 Enrollment equity algorithm: Prioritize class access fairly based on need, not just seniority

🤖 AI academic advising: Chat-based support that answers common questions in real-time


🗓 Auto-generated schedules: Based on major + degree requirements


🧮 Enrollment equity algorithm: Prioritize class access fairly based on need, not just seniority

Takeaways

Takeaways

What I learned from our capstone project :)

What I learned from our capstone project :)

🤝 Working cross-functionally is an engaging, creative process.

🤝 Working cross-functionally is an engaging, creative process.

This was my first project working alongside a product designer and a product manager! We had a lot of fun exploring ideas together, as well as leaning on each other for ideation and feedback.

This was my first project working alongside a product designer and a product manager! We had a lot of fun exploring ideas together, as well as leaning on each other for ideation and feedback.

📈 Product thinking drives smarter, savvier decision making.

📈 Product thinking drives smarter, savvier decision making.

Functionality + the user experience + business goals = a successful product! Balancing all of these priorities challenged us to think from a development and business scope.

Functionality + the user experience + business goals = a successful product! Balancing all of these priorities challenged us to think from a development and business scope.

Functionality + the user experience + business goals = a successful product! Balancing all of these priorities challenged us to think from a development and business scope.

💭 Get feedback often!

💭 Get feedback often!

Getting frequent, consistent feedback from each other and our mentors allowed our team to iterate and refine our work, as well as regularly touch base on small wins and blockers we were facing.

Getting frequent, consistent feedback from each other and our mentors allowed our team to iterate and refine our work, as well as regularly touch base on small wins and blockers we were facing.

Acknowledgements

Acknowledgements

Thank you to my team, mentors, and Product Space @ UCSD!

Thank you to my team, mentors, and Product Space @ UCSD!

I’m very grateful to Christine Nguyen and Sarah Liu for being such fantastic teammates, as well as Tanisha Mandal and Rajvir Logani for their wonderful mentorship and support! I am so proud of the work we accomplished :)

I’m very grateful to Christine Nguyen and Sarah Liu for being such fantastic teammates, as well as Tanisha Mandal and Rajvir Logani for their wonderful mentorship and support! I am so proud of the work we accomplished :)

team bonding :P

team bonding :P

team bonding :P

grinding on our PRD!

grinding on our PRD!

grinding on our PRD!

final banquet >.<

final banquet >.<

final banquet >.<

us + our mentors <3

us + our mentors <3

us + our mentors <3

Let’s work together!

anjali mathi

built with strawberry matcha,

new girl, and framer <3

Let’s work together!

anjali mathi

built with strawberry matcha, new girl, and framer <3

Let’s work together!

anjali mathi

built with strawberry matcha, new girl, and framer <3

Let’s work together!

anjali mathi

built with strawberry matcha, new girl, and framer <3