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Nexus University

How Nexus University increased academic advising attendance to 92% across 14,000 student sessions

Nexus University is a private research university with over 16,000 undergraduate and graduate students across 6 academic colleges.

Industry
Education & E-Learning
Team
48 academic advisors & faculty chairs
Based in
Austin, TX
Rolled out in
3 weeks
Advising session attendance
92%14,000 undergraduate student advising appointments booked across 48 faculty counselors
  • 92%Advising attendance rateUp from 64%, eliminating long hallway queues during peak course registration weeks
  • 14,000Appointments completedAcross 48 academic advisors during the fall and spring registration cycles
  • 100%Student calendar syncAutomatic student invite creation with campus room numbers and Zoom video links
01

The scheduling problem at Nexus University

During course registration and graduation audits, student advising centers were overwhelmed by drop-in crowds and endless scheduling emails. 36% of scheduled advising sessions resulted in student no-shows.

  • Students faced 2-hour drop-in waiting lines outside academic advising centers
  • 36% appointment no-show rate caused severe wasted faculty capacity
  • No centralized visibility into advisor workload balance across academic departments
Compared against: Academic Year 2024-2025 advising operations report
02

What Nexus University set up in Caletus

Nexus launched college-specific Caletus scheduling hubs where students select their major, book with their assigned faculty advisor, and receive instant SMS reminders.

  • Departmental group booking directories
  • Automatic SMS and student email reminders
  • Two-way sync with faculty Google Workspace calendars
  • Custom intake questions for degree requirements
Rollout
  1. Week 1
  2. Week 2
  3. Week 3 · live
Nexus set up standardized 20-minute Course Advising and 45-minute Graduation Audit appointment types. Departmental booking links were embedded into the student portal and degree audit software.
03

The results at Nexus University

Advising attendance climbed to 92%, registration bottlenecks were eliminated, and faculty advisors saved 15 hours per week of drop-in triage.

  • Advising appointment attendance rateHow: Student Information System (SIS) appointment check-in logsRose from 64.2% to 92.1% across 14,000 appointments
  • Student registration on-time rateHow: Registrar enrollment deadline tracking97% of undergraduate students completed degree check-ins prior to registration cutoff
  • Student satisfaction ratingHow: Annual student academic services surveySatisfaction with advising access jumped from 48% to 91%
During course registration week, students used to queue outside offices for hours or send desperate emails that got buried. Caletus gave every department a clean, branded booking portal where students picked an exact 20-minute slot.
Dr. Alistair FinchDr. Alistair FinchDean of Academic Services, Nexus University
If you remember three things

What other teams can learn from Nexus University

  1. Replacing chaotic drop-in office hours with self-service scheduled slots dramatically improves student engagement.
  2. Automated SMS reminders are essential for achieving high attendance rates among young adult student demographics.
  3. Departmental booking portals provide leadership with clear data on counseling capacity and demand peaks.

The Caletus features Nexus University used

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