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Getting More Out of Your Classrooms:
Tips for integrating utilization data & classroom space management
MAIS Connection User Conference – November 2008
Fadi MuslehOffice of the Provost – Space Utilization Initiative
Monika Dressler & Susan McDowell College of Literature, Science, and the Arts – Instructional Support Services
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 2
Today’s Agenda
• Overview:
– Space Utilization Initiative
– Classroom Utilization Efforts
• Case study: LSA Instructional Support Services
• Wrap-up & Questions
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 3
Space Utilization Initiative
Purpose
• To explore how space and utilities are used on the Ann Arbor campus
• To plan and manage these resources more effectively to better meet the University’s mission and needs
Scope
• General Fund (state funded) space on Ann Arbor campus
• Excludes: Athletics, Housing & Unions, Hospital, Parking & Transportation
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 4
Executive Sponsorship & Project Team
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 5
Campus Partnerships & Involvement
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 6
Financial Challenges
• Unpredictable State of Michigan funding
• Volatile energy costs
• Average 2% building growth (General Fund space) each year
• Desire to decrease building growth to 1%
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 7
Areas Being Explored
• Instructional
• Research
• Administrative
• Other (food operations)
• Information and systems
• Business practices
• Campus-wide policies or guidelines
• Incentives to encourage better use of space
• Shared space, technology
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 8
Classroom Utilization: Work to Date
• Campus-wide target goals
– Time utilization = 70%
– Seat utilization = 65%
• New classroom utilization data warehouse
• Accompanying utilization reports in Business Objects
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 9
Report Samples
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 10
Report Samples (cont.)
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 11
Report Samples (cont.)
For more information about utilization reports: http://www.provost.umich.edu/space/resources/classroom.html
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 12
Actual Classroom Utilization Today
• Time utilization is highest in the Fall term
• Drops in Spring and Summer
• Overall utilization well below target of 70%
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 13
How the Data Will Be Used
• Understand how current classrooms are used and if they meet departments’ needs
• Planning ahead:
– 50 to 70 classrooms will be added in the coming years
– Important to identify underutilized, undesirable rooms
• Identify opportunities to repurpose underutilized rooms for higher-priority academic and research needs of the University
• Provost’s Office will be discussing classroom utilization during annual budget meetings with deans
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Case Study:LSA Instructional Support Services
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 15
LSA ISS: Mission
• Provide excellent learning environments for LSA faculty and students
• Facilitate exceptional instructional opportunities enhancing creative, inquiry, and discovery
… which make the University of Michigan College of Literature, Science and the Arts extraordinary.
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 16
LSA ISS: Services
• Design and support of LSA instructional spaces– Support and manage LSA classrooms and equipment
– Provide AV and IT equipment check-out services from 3 Locations
– Plan, design, and implement instructional technology innovation
• Train and assist campus community in using LSA equipment and classrooms
• Facilitate connections to funding, resources, and other support structures
• Provide staffing, support, and equipment for special events
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 17
Overall Challenges
• Many classroom management levels within LSA:– College managed: scheduled centrally by Registrar and funded
and supported by college
– Departmentally managed: scheduled, funded, and supported by the individual LSA department
– College managed w/ department priority: funded and supported by the college, but department given priority scheduling for courses and other department activities
• Instruction takes place in many types of space – Traditional classrooms (room type 110)
– Conference, meeting rooms, lounges, and so on …
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 18
Data Challenges
• Data needed for classroom management is located in multiple systems
– (M-Pathways, LSA MRS, LSA ISS database, and departmental systems)
• Difficult to view classroom schedules
• Difficult to view room attributes, such as furniture layout, AV and IT equipment, etc.
– Room attributes recorded inconsistently…or not at all
– No common campus-wide language for attributes (e.g. “overhead projector” has different meanings)
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 19
Enhancing the Classroom Experience Through Improved Utilization
• Instructional
• Research
• Administrative
• Other (food operations)
• Information and systems
• Business practices
• Campus-wide policies or guidelines
• Incentives to encourage better use of space
• Shared space, technology
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 20
Information & Systems
• Sharing and exposing data
– Creation of online LSA ISS Classroom Database
• Inventory of AV and IT assets
• 360 degree views of each LSA managed room
• Database structure and software shared with Engineering
– www.lsa.umich.edu/ISS
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 21
• Inventory room and assets on a regular basis
• Update data and synching regularly with M-Pathways
– Works with RO to ensure HEPROD (Student Administration) is updated with correct room assets.
– Works with LSA Facilities to ensure HEPROD & FINPROD (Financial and Space Mgmt) data match, e.g. number of seats.
• Reduce duplicate data entry and ensure high fidelity data in systems
Information & Systems (cont.)
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 22
Information & Systems (cont.)
• Tying classroom scheduling and utilization data to other important efforts on campus
– Energy conservation efforts
• HVAC (fan) scheduling relies on knowing when a room is being used
– Building security and hours of operation
– DPS and emergency planning and preparedness
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 23
Policies & Business Practices for Better Classroom Management
• A/V and IT support for anyone using LSA rooms
• Encourage ad-hoc use of classrooms and technology by students and student groups
• Enforce guidelines about class start times and days offered to ensure classes don’t sit empty during desirable times
• Clearly define college vs. department responsibilities for classroom management in LSA Space Policy.
– http://www.lsa.umich.edu/facstaff/facilities/policies
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 24
Incentives to Encourage Better Use of Space
• Implement LSA key performance indicator (KPI) to teach more classes outside of peak hours of 10am–2pm
– LSA Dean’s Office analyzes classroom schedules to determine % of classes taught during peak hours
– Gives priority room assignments to departments who meet the KPI (“good citizens list”)
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 25
Incentives to Encourage Better Use of Space (cont.)
• How does this KPI improve scheduling and utilization?
– Encourages departments to place courses more evenly throughout day
– Reduces the number of scheduling conflicts a student encounters (fewer overlapping courses)
– Allows more access to desirable classroom spaces
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 26
Incentives to Encourage Better Use of Space (cont.)
• Departments wanting better classroom technology and support can turn to LSA
– Department transfers official ownership back to LSA
– LSA invests in technology and other rooms assets
– Room is centrally scheduled and open to other departments for use
– Department gets scheduling priority for courses and several hours a week marked for other department activities
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 27
Shared Space & Technology
• Encourage the use of LSA classrooms from other schools, colleges, departments and the public
• Provide similar technology and support in all centrally scheduled classrooms for ease of use by the U-M community
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 28
Shared Space & Technology (cont.)
• Maintain open dialog with other units (RO and Engineering) to ensure a common language is used to describe and request technology
• Make room asset and attribute information available online for U-M community to view (LSA ISS classroom database)
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Next Steps
MAIS Connection User Conference Getting More Out of Your Classrooms Slide 29
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 30
Next Steps
Data and Systems:
• Continue efforts to accurately record and maintain classroom data (courses, meetings, room assets), which:
– Ensures proper course/room placements
– Helps to indentify poor quality space for investment or repurposing
• Ensure that schools, colleges, departments, Provost’s Office, and Registrar’s Office make decisions about classrooms based on accurate data
• Efforts are underway, as part of the Space Utilization Initiative, to develop a campus-wide system to address some data issues above
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 31
Next Steps (cont.)
Cultural shift:
• View classrooms as an institutional resource to benefit the campus as a whole
• Increase transparency of classrooms available on campus
• Promote sharing of rooms and technology across departments and schools
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 32
Q & A
• What are other best practices or local solutions in other schools, colleges and departments?
• What challenges do you have with space or classroom data?
• What is on your classroom scheduling wish list?
– System features? Policy? Technology?
• How do you want to be communicated to about classroom utilization efforts?
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MAIS Connection User Conference Getting More Out of Your Classrooms Slide 33
Contact Us
LSA Instructional Support Services:Monika Dressler: [email protected]
Susan McDowell: [email protected]
Website: www.lsa.umich.edu/iss
Space Utilization Initiative:Fadi Musleh: [email protected]
Website: www.provost.umich.edu/space