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Case Study
Western University’s Education Program Eliminated 50 Hours of Work with InPlace
February, 2025
Outcomes
Increased Efficiency
Reduced manual processing time for placement reports from 50-60 hours to 8-10 hours per cycle.
Improved Compliance
Achieved full accreditation compliance for documentation submissions for the first time in five years.
Cost Savings & Scalability Eliminated a full-time position while handling an increased cohort of up to 1,800 placements annually.
The Situation
Western University’s Faculty of Education, responsible for managing over 800 teacher candidates annually, relied on an outdated homegrown placement system that had been in place for two decades. As the system’s primary manager approached retirement, the university faced a pressing need for a scalable, compliant, and efficient placement management solution. Manually tracking placements across more than 40 school boards led to inefficiencies, errors, and compliance challenges, particularly with Ontario’s College of Teachers regulations.
Western University
Western University’s renowned teacher education program is ranked in the top 1% of universities and 190th in the world. Serving over 1,000 students from Canada and around the world, Western’s fully accredited programs are highly respected.
Impact
“The ability to run detailed reports has been revolutionary. We can now see everything at a glance. I can’t imagine going back. InPlace is integral to everything we do.”
– Joanne Lombardi, Practicum & Community Engagement Manager
Implementing InPlace revolutionized Western University’s placement management process by automating documentation tracking, centralizing placement data, and streamlining compliance reporting. Key impacts included:
- Efficiency Gains – Staff saw a drastic reduction in manual workload, allowing them to focus on strategic placement improvements instead of administrative tasks.
- Seamless Compliance – The system ensured timely submission of required documentation, securing regulatory approval, and maintaining program accreditation.
- Enhanced Communication – Integrated templates improved communication between faculty, students, and school boards, reducing miscommunication and follow-ups.
Placement Management Resolution
Western University chose InPlace for its ready-to-use, scalable capabilities. The implementation process, though fast-tracked, was refined over the first year to align with faculty needs. Key features that drove success included:
- Automated Document Tracking – Eliminated inefficiencies and reduced compliance errors.
- Advanced Reporting Tools – Provided real-time insights into placement performance and compliance status.
- Flexible Communication Templates – Improved student accountability and streamlined faculty interactions.
With InPlace, Western University’s Faculty of Education successfully transitioned to a modern, scalable, and regulation-compliant system, allowing them to handle growing student cohorts with fewer administrative burdens. The university plans to optimize its Request Manager and refine the matching process to enhance placement efficiency further.
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