improving space utilization through analysis sherri newcomb, vp finance and administration marc...
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IMPROVING SPACE UTILIZATION THROUGH ANALYSIS
Sherri Newcomb, VP Finance and AdministrationMarc Carpentier, Finance Budget Manager
City University of New YorkQueensborough Community College
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Learning Outcomes
• Gain insight into software that may assist you in understanding, analyzing, and improving space utilization at your institution
• Develop an awareness of issues and practices that impede space utilization
• Learn the value of standardized scheduling and its impact on space utilization
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Queensborough Community College
Space Utilization Improvement Project
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X25® is a reporting and analytical tool that produces detailed graphical views of room utilization and provides analytic data needed to identify interesting patterns and trends, and correct inefficiencies in scheduling policies and space allocation.
What Is X25?
Optimization of Room Assignments
Event and Room Management
Reporting Analyzing Identifying Suggesting
R25S25
X25Schedule 25
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What Is Needed to Use X25?
Audit rooms to capture features (e.g., Smart technology, white boards, etc.)
Collect room and feature preferences with proposed schedules
Room data (e.g., name, location, capacity, etc.) Academic events (via Student Information System) Special events and Continuing Education events
R25
S25
Add custom attributes (Room area, Controlling Org., Building Name, Room Use Code)X25
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Where is X25?
• Presidents• Provosts• Deans• VPs of Business and
Finance• Space and Facility
Planners• Registrars• You
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What can X25 tell you?• Scheduling Fitness
– Class Distribution– Weekly Meeting Pattern Analysis– Class Time Distribution– Schedule Distribution– Class Mapping– Organization Mapping– Demand by Time– Organization Time-spread and Seat Utilization
• Inventory Fitness– Room Inventory– Room Mapping– Campus Mapping– Supply and Demand Analysis– Class Placement by Room Capacity– Class Placement by Preferences– Supply and Demand by Feature
• Utilization– Average Room Usage– Rooms in Use by Time– Room vs. Seat Utilization– Room Supply vs. Actual Placement– Seat Utilization Analysis
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What can X25 tell you?• Scheduling Fitness
– Class Distribution– Weekly Meeting Pattern Analysis– Class Time Distribution– Schedule Distribution– Class Mapping– Organization Mapping– Demand by Time– Organization Time-spread and Seat Utilization
• Inventory Fitness– Room Inventory– Room Mapping– Campus Mapping– Supply and Demand Analysis– Class Placement by Room Capacity– Class Placement by Preferences– Supply and Demand by Feature
• Utilization– Average Room Usage– Rooms in Use by Time– Room vs. Seat Utilization– Room Supply vs. Actual Placement– Seat Utilization Analysis
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ANALYSIS
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Study Parameters
• Fall 2010 Academic Semester• Does not include Continuing Ed & Special Events• Focuses on Classrooms and Labs• Primarily focuses on Days: Mon – Fri, 7AM – 6PM (when the majority of classes are held)
• Examines the impact of evenings 6PM – 11PM and weekends
• Result confirmation using Spring 2011 & 2012
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Fall 2010 Schedule
Spaces (Supply)This analysis includes all rooms/spaces that were categorized as classrooms or labs; and any space that was used to hold a class or lab section regardless of its categorization.
228 Total Rooms(7,616 seats)
105 Classrooms(3,829 seats)
91 Labs(2,090 seats)
32 Other Rooms(1,697 seats)
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Events (Demand)This analysis includes all credited sections/events that were categorized as academic class or lab sections, except those that did not require space assignments on campus.
• 2,854 Total Events– 1,443 sections held in classrooms (M-F days)– 554 sections held in labs (M-F days)– 253 sections placed in spaces not categorized as classrooms/labs (M-F days)– 453 evening sections– 99 weekend sections
Organizations (Space Controllers & Users)This analysis includes 40 Organizations, mainly consisting of Academic departments, and seven organizations that controlled spaces that were used for academic events.
Fall 2010 Schedule
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ClassroomsWeekdays
Mon-Fri 7am-6pm
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ROOM DEMAND EXCEEDS ROOM SUPPLY
ROOM SUPPLY EXCEEDS ROOM DEMAND
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Examining the Mix of Rooms
The data shows that 22% of Queensborough’s rooms have 30 or fewer seats.Actual class enrollments of 30 or fewer students represents 71% of all classes.
Conversely, 77% of the capacity is between 31 and 50 seats.Only 29% of the class sections have enrollments of that size.
71%
29%77%
22%
1% 0%
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes– Need more rooms of 30 or less seats– Need less rooms of 30 or more seats
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57%
58%
28%
63%
48%
Demand Exceeds Supply
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes
• Room utilization is not driven by space need– Technology may be a factor– Departmental classroom preferences– Departmental ownership of the classroom
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Days 7AM-6PM
Classroom Mapping
31-40 21-3051
-60
41-50
0-20
All Classrooms
By Capacity Breakpoint
Sized by Capacity
Shaded by Room Util %
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Eves6PM-11PM
Classroom Mapping
31-40 21-3051
-60
41-50
0-20
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Weekends7AM-11PM
Classroom Mapping
31-40 21-3051
-60
41-50
0-20
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes
• Room utilization is not driven by space need• Evenings and weekends present scheduling
opportunities
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LabsWeekdays
Mon-Fri 7am-6pm
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Classes vs. LabsAll Days
7am – 11pm
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Classrooms Labs
CLASSROOMS VS. LABS
Classrooms make up 65% of our room capacity
CAPACITY
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CLASSROOMS VS. LABS
Classrooms Labs
Although only 35% of our capacity, labs make up 61% of our physical real estateREAL ESTATE
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37%
19%
Labs have less than 50% the utilization of classrooms
CLASSROOMS VS. LABS
Classrooms Labs
UTILIZATION
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes
• Room utilization is not driven by space need• Evenings and weekends present scheduling
opportunities • Review labs for associated classroom
instruction in labs when feasible
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All Labs
By Controlling Org
Sized by Capacity
Shaded by Room Util %
Department A
ALL LABS
Department B
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Department A
S-318 S-416 T-01C S-314
S-319
T-02
S-321 T-01
S-31
6
S-31
7
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Department A: Supply and Demand Analysis
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Department A: Room vs. Seat Utilization
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Department A
S-318 S-416 T-01C S-314
S-319
T-02
S-321 T-01
S-31
6
S-31
7Science Bldg
3RD FLOOR
Technology Bldg
1 ST FLOOR
Science Bldg
4TH FLOOR
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Room IDControlling Org.Room Type
Room IDSq. Ft.
Shaded by Room Utilization %
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S316
S317
S318
S319S321
S314
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S316DA210
S317DA210
S318DA210
S319DA210S321
DA210
S314DA210
S305PH210
S309PH210
S307PH210
S308PH210
S306PH210 S329
MA210
S333PH210
S324PH210
S311PH110
S312BE110
S313PH110
S323MA110
S309APH210
S322MA110
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S316
S317
S318
S319S321
S314
DEPT A: ASSIGNED LABS IN SCIENCE BLDG
S416
(Fourth Floor)
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METALLURGYLAB
COMPUTER LAB
MACHINE SHOP
STRENGTH OF MATERIALS
LAB
COMPUTERLAB
COMPUTERLAB
DRAFTINGLAB
DRAFTINGLAB
DRAFTING LAB
COMPUTER LAB
Department A: Room Supply vs. Actual Placement
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Department A: Rooms in Use by Time
DRAFTING LABSCOMPUTER LABS
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Room Description Room Cap. MONDAY
7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
TUESDAY 7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
WEDNESDAY 7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
THURSDAY 7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
FRIDAY 7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
SATURDAY 7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
SUNDAY 7-8AM 8-9AM 9-10AM 10-11AM 11-12PM 12-1PM 1-2PM 2-3PM 3-4PM 4-5PM 5-6PM 6-7PM 7-8PM 8-9PM 9-10PM 10-11PM General CAD Lab S316 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Mechanical CAD Lab S317 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 CAD Lab S318 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S319 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S321 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Manual Drafting Room S416 28 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
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Combination CAD Lab/Drafting Room
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S317
S318
S319S321
S314
DEPT A: ASSIGNED LABS IN SCIENCE BLDG
S316
S416
(Fourth Floor)
Convert to Classroom
Convert to Dept. A Offices
Add CH Lab
Convert to 2 Classrooms
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Department A Schedule
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Department A Schedule
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Department A Revised Schedule
+8% +28% +8% +28%
+1 +2 +1 +2
Increase in Lab Utilization
Additional Lab Days Released
6 Labs
0 ClassroomsTotal of 4,531 Sq. Ft. : 3 Labs (incl. 1 New CH Lab)
3 Classrooms
AFTERBEFORE
Much Needed Swing Space
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes
• Room utilization is not driven by space need• Evenings and weekends present scheduling opportunities • Review labs for associated classroom instruction in labs
when feasible• Use dual functioning furniture to increase room
utilization• Review the utilization of labs for possible consolidation
and conversion into classrooms
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ALL LABS
Department B
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Department B
M-345 M-333
M-340
M-343
M-358M-362M-356
M-357
M-3
62B
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Department B: Room Supply vs. Actual Placement
Only 2 labs are showing academic scheduling
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M340DB210
M332GE110
M333DB210
M358DB210
M362DB210
M362BDB210
M357DB210
M345DB210
M323DB210
M361DB210
M343DB210
M342DB210
LAB M345(Anchor Lab)
LAB M333(Resource Center)
2 Labs1 Lecture Hall
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Department B Schedule
Mon TUE WED THU FRI7 8 9 10 11 12 1 2 3 4 5 7 8 9 10 11 12 1 2 3 4 5 7 8 9 10 11 12 1 2 3 4 5 7 8 9 10 11 12 1 2 3 4 5 7 8 9 10 11 12 1 2 3 4 5
AM AM AM AM AM PM PM PM PM PM PM AM AM AM AM AM PM PM PM PM PM PM AM AM AM AM AM PM PM PM PM PM PM AM AM AM AM AM PM PM PM PM PM PM AM AM AM AM AM PM PM PM PM PM PM
LECTURE
LECTURE LECTURE
LECTURE LECTURE
LAB LAB LAB
LECTURE LECTURE LECTURE
LAB
LECTURE
LECTURE
LECTURE
LECTURE
LECTURE
LECTURELECTURE
LAB
LECTURE
LECTURE
LECTURE
LECTURE
LAB
LECTURE
LAB LAB
LECTURE
LECTURE
LECTURE
LECTURE
LECTUREOff Campus Off Campus Off Campus Off Campus
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Department B: Room vs. Seat UtilizationUTILIZATION IN ALL LECTURE HALLS USED BY DEPARTMENT B
LECTURE HALLS ASSIGNED TO DEPARTMENT B
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M340DB210
M332GE110
M343DB210
M333DB210
M358DB210
M362DB210
M362BDB210
M344DB120
M357DB210
M345DB210
M323DB210
M361DB210
103 Seat Lecture Hall42% Seat Utilization
M344BREG110
M344ADB110
2 Lecture Halls (40 & 63 seats)
M342REG110
M343DB215
Large Room used as Study RoomNew Dept B Study Room
New Classroom (30 Seats)
2 Rooms
103 Seats
Total of 1,620 Sq. Ft. :4 Rooms
133 Seats
2 Rooms
30 Seats
AFTER GAINCURRENT
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Computer Labs
Count Avg. Room Util. % Avg. Seat Util. %C BUILDING 1 22 97SCIENCE BUILDING 7 23 61HUMANITIES BUILDING 13 32 87TECHNOLOGY BUILDING 5 32 78ADMINISTRATION BUILDING 2 50 91LIBRARY BUILDING 1 50 73Grand Total 29 31 79
Department C is assigned 11 of the 13 computer labs in the Humanities Building
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Target Labs
H449DC210
H445DC210
H444DC210
H443DC210
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Mon 7:00 AM 8:00 AM 9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 PM 5:00 PM
A308 23 A416 24 H339 24 H340 24 H344 24 H406 24 H443 24 H444H445
2020
H449 20 H453 20
Department C Computer Lab Fall 2010 Schedule
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Department C Computer Lab Spring 2012 Schedule
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Department C Computer Labs
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization %
BEFORE BEFORE BEFORE BEFORE BEFORE BEFORE BEFORE
A308 50% 63% 50% 63% 0% 25% 0% A416 25% 38% 25% 38% 25% 0% 0%
H339 63% 44% 63% 44% 25% 0% 0% H340 75% 25% 75% 25% 31% 0% 0% H344 44% 38% 44% 38% 0% 0% 0% H406 69% 0% 50% 19% 0% 0% 0%
H443 38% 25% 38% 13% 0% 0% 0%
H444 38% 25% 38% 25% 0% 0% 0%
H445 0% 0% 0% 0% 0% 0% 0%
H449 38% 38% 38% 38% 13% 0% 0% H453 25% 63% 25% 38% 0% 0% 0% Total 42% 32% 40% 31% 9% 2% 0%
w/out Empty
Rms 46% 40% 44% 34% 23% 25% n/a
No of Empty Rooms 1 2 1 1 7 10 11
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Department C Computer Labs
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization %
BEFORE BEFORE BEFORE BEFORE BEFORE BEFORE BEFORE
A308 50% 63% 50% 63% 0% 25% 0% A416 25% 38% 25% 38% 25% 0% 0%
H339 63% 44% 63% 44% 25% 0% 0% H340 75% 25% 75% 25% 31% 0% 0% H344 44% 38% 44% 38% 0% 0% 0% H406 69% 0% 50% 19% 0% 0% 0%
H443 38% 25% 38% 13% 0% 0% 0%
H444 38% 25% 38% 25% 0% 0% 0%
H445 0% 0% 0% 0% 0% 0% 0%
H449 38% 38% 38% 38% 13% 0% 0% H453 25% 63% 25% 38% 0% 0% 0% Total 42% 32% 40% 31% 9% 2% 0%
w/out Empty
Rms 46% 40% 44% 34% 23% 25% n/a
No of Empty Rooms 1 2 1 1 7 10 11
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Department C Computer Labs
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization %
AFTER AFTER AFTER AFTER AFTER AFTER AFTER
A308 63% 63% 63% 63% 0% 25% 0% A416 44% 38% 44% 38% 25% 0% 0%
H339 63% 56% 63% 56% 25% 0% 0% H340 75% 63% 75% 50% 31% 0% 0% H344 75% 38% 75% 38% 0% 0% 0% H406 81% 38% 63% 31% 0% 0% 0%
H443 0% 0% 0% 0% 0% 0% 0%
H444 0% 0% 0% 0% 0% 0% 0%
H445 0% 0% 0% 0% 0% 0% 0%
H449 0% 0% 0% 0% 0% 0% 0% H453 63% 63% 63% 63% 13% 0% 0% Total 42% 32% 40% 31% 9% 2% 0%
w/out Empty
Rms 66% 51% 63% 48% 23% 25% n/a
No of Empty Rooms 4 4 4 4 7 10 11
+20% +11% +19% +15%
+3 +2 +3 +3
Increase in Lab Utilization
Additional Lab Days Released
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ReleasedLabs
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S-449DC210
S-445DC210
S-444DC210
S-443DC210
S-449855 Sq. Ft.20 Seats
S-445862 Sq. Ft.24 Seats
S-4441,294 Sq. Ft.
20 Seats
S-4431,289 Sq. Ft.
24 Seats
431 Sq. Ft. 431 Sq. Ft.
Classroom860 Sq. Ft.40 Seats
Classroom860 Sq. Ft.40 Seats
Classroom860 Sq. Ft.40 Seats
Classroom860 Sq. Ft.40 Seats
Classroom860 Sq. Ft.40 Seats
Classroom860 Sq. Ft.40 Seats
4 PC Labs
88 SeatsTotal of 5,162 Sq. Ft. : 6 Classrooms
240 Seats
2 Rooms
152 Seats
PLAN GAINCURRENT
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SchedulingAll Days
Mon-Sun 7am-11pm
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Current Scheduling PolicyDEPARTMENTS
• Submit their schedule of classes using their assigned rooms.• Advised to make maximum use of the classroom space and cautioned that requests for
additional room space for day classes may not be met. • Given full discretion as to when and how they schedule their sections with their assigned
rooms. • Must use the academic calendar, schedule classes that meet minimum minute requirements
and current college scheduling patterns to schedule their classes. (For example, all classes after 11am must start at 10 minutes after the hour.)
REGISTRAR• Works with departmental sections that are missing room allocations, assigning any unallocated
departmental rooms to departments that need space and do not have space within their assigned rooms.
• Assigns rooms that are assigned to the registrar’s office to meet departmental needs.• Works with Departments (after initial scheduling) to identify open space within the submitted
schedules if additional space is needed.• Enters them into the student information system (CUNYfirst).
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33 Patterns All Others
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9 Patterns
All Others
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Start on the hour Start on 10 min after the hour
9 End Times
4 Start Times23 Different Durations
Start on half or three-quarter hour
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Height = Duration of block (e.g., 50 min)Width = No. of class meetingsShading = Total enrollment
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Using Standard Schedules
• What is a Standard Schedule?– A set of Start Time, End Time, and Day(s) of Week
combinations that represent the preferred class scheduling policy on a campus
• Objectives:– Provide sufficient classroom resources to meet instructional
requirements– Maximize student scheduling options by employing standard
class meeting patterns and encouraging more even distribution of classes throughout the week
– Apply scheduling practices in a consistent and equitable manner
– Achieve optimum classroom utilization83
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Sample Standard Schedule
The standard class periods for a typical three-credit course are shown in the box on the right.
In order to minimize schedule conflicts for students, and to achieve maximum and equitable use of the buildings and facilities of the campus, it is necessary that the overwhelming number of classes conform to the start and end times indicated here.
*The Mon-Wed afternoon option is not available at any start time before 1:50pm
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Standardized Schedule Guidelines• Standard Meeting Times and Patterns
– A basic schedule includes 50-minute daytime classes three days a week (Mon-Wed-Fri) and 75 minute daytime classes twice a week (Tue-Thu).
– Non-standard sections should be offered in multiples of 50 and 75 minutes to avoid end times that preclude students from registering for courses that may follow the non-standard sections
– All classes should follow the established Standard Meeting Times and Patterns. – All classes, regardless of length, should begin at the official starting times– Approvals for deviation from the scheduled time patterns should be made on a
case-by-case basis
• Distribution of Courses– Daytime classes should be balanced equally over the hours of 8:00 AM to 5:00 PM.
– No more than 20% of a Department’s course sections should be scheduled in any
one hour. – 60/40/20 Rule: No more than 60% of class meeting times should be scheduled in
prime time and with at least 20% of Class meetings scheduled on Friday.
85
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Using Schedule Priorities to Enforce Policy
• Classes that meet using standard time patterns should be given priority over those using non-standard meeting patterns.
• Initial classrooms assignments should be made based on projected enrollment being equal to or greater than 80% of the room capacity.
• Requests that underutilize space should be scheduled after other scheduling needs have been met.
• Large classes should be scheduled before small ones• Required Secondary Class Sections should be scheduled before optional
Secondary Class Sections• Schedules that vary greatly from the 60/40/20 prime time balance should be
returned for adjustment.• Classes that don’t meeting 80% of room capacity should be moved to a smaller
room with equivalent media, if available. • Classes with specialized pedagogical design should be given appropriate
consideration.• Classes scheduled after scheduling deadlines have passed should be assigned
classrooms on a space-available basis. 86
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Use X25 to enforce scheduling policy before schedules are finalized
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89
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes
• Room utilization is not driven by space need• Evenings and weekends present scheduling opportunities • Review labs for associated classroom instruction in labs
when feasible• Review the utilization of labs for possible consolidation and
conversion into classrooms• Use dual functioning furniture to increase room utilization• Develop and enforce a standardized schedule to improve
room utilization, and student schedule options
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Club HoursWednesdays 1:10pm – 3:00PM
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Mon, Tue, Thu, Fri1:10PM – 3:00PM
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Club Hours Wed 1:10PM – 3:00PM
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Mon, Tue, Thu, Fri3PM – 4PM
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After Club Hours Wed 3PM – 4PM
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Conclusion
• The mix of room sizes do not match the mix of section enrollment sizes• Room utilization is not driven by space need• Evenings and weekends present scheduling opportunities • Review labs for associated classroom instruction in labs when
feasible• Review the utilization of labs for possible consolidation and conversion
into classrooms• Use dual functioning furniture to increase room utilization• Develop and enforce a standardized schedule to improve room
utilization, and student schedule options• The designated “Club Hours” is negatively affecting space utilization
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Department A: 4,531 Sq. Ft.Department B: 1,620 Sq. Ft.Department C: 5,162 Sq. Ft.Department D: 686 Sq. Ft.Total: 11,999 Sq. Ft. 11,999
Total Square Feet Reclaimed
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Update• As of today, we’ve captured 30 individual spaces totaling 17,000 sq. ft.• This has given us space to:
– Convert 6 underutilized labs into general use classrooms– Create 3 entirely new classrooms– Space for new kitchen/swing space– New Nursing study space– New Math computer classroom– Office space for 31 new FT faculty (17 now occupied)– New ID card office space– Administrative office and required space for 21st Century grant program– 3 classrooms and office space for CUNYStart– Base on the most recent available bid prices per sq. ft. for NYC high school
construction, the approx. cost to build 17,000 sq. ft. of space would be about $7.8 Million
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Q & A
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Thank You!On behalf of
Queensborough Community College