BUILDING, RENOVATING, AND MAINTAINING TECHNOLOGY-ENABLED CLASSROOMS Severin Grabski and Byron Brown Michigan State University November 5, 2009

SECRETS OF THE TECH ROOM Our goals today – Describe the history of Michigan State University's attempts to build and maintain technology-equipped classrooms. Focus on dynamics of room design and administration. (Not a classroom design session.) Reveal some tips for growth and management.

Classrooms now (2009): Technology rooms "Regular" rooms Total Number or rooms (%) 272 (84%) 53 (16%) 325 Number of seats (%) 23,692 (94%) 1,599 (6%) 25,291

Basic equipment in every tech room Digital projector Audio system Custom lighting Internet access DVD/VCR player Rooms then vary in how the computer is provided, and mounted.

Three hardware configurations for technology classrooms Large computer tech cart Small computer tech cart Laptop "podium" (User provides laptop) Of the technology classrooms, 108 have computer "podiums," and 164 have "tech carts."

Equipment sourcing All computer carts, podiums, cabinets, and so on are produced IN HOUSE. Highly customized to faculty preferences. Virtually no outside purchase of cabinetry, but shamelessly stole and adapted designs and ideas from others, both inside and outside the university.

Large (older) computer cart design

Equipment provided on all carts Computer & monitor DVD/VCR player Amplifier Computer source and video source switches Panel to control audio and video recording Panel with audio and video input/output and power feeds Printed "Quick Reference" guide

New small media carts

Laptop podium and equipment cabinet

How are rooms created? MSU's "Classroom Group" was created in 1995. The first group of 12 rooms came online in Fall 1996. Was originally a group of eight (Gang of 8) MSU Networking Services MSU Computer Lab Facilities Planning and Space Management Physical Plant Instructional Media Center (IMC)

Crucial point This group remained basically unchanged for 10 years with almost no change in the actual personnel. Continuity of planning Continuity of construction specifications Group learning expertise, and clear assignment of responsibility for individual parts of each classroom project Met with faculty using each room prior to renovation Had budget authority for “University Classroom” renovation – both technology and physical appearance

Classroom Group promotes gradual, focused growth, with limited budget: Selected 20 to 25 classrooms for conversion in the fall of each year. Met as a group with room users (usually faculty) to review needs and plans. Plans drawn up during Winter/Spring semester, and construction during summer.

Changes in the Classroom Group: The group has gradually grown over time: Added representation from the Registrar's Office (Scheduling) for better planning on when a room would be off line. Within past 3 years, added representation from Interior Design, Library, and Telecommunications. Had retirements/changes in 3 key areas. Became a campus-wide resource for units wanting to add technology to existing spaces like seminar rooms.

The money, the money, the money… Started with about $500,000 per year (20 rooms times $25,000 per room). After three years we "discovered" the need for upgrades and maintenance. Got additional $500,000 per year, eventually. The funding has continued. Renovations are coordinated to maximize the impact of other funds, especially from Facilities Planning and Space Management.

How did we know which rooms to do first, second, etc.? Large lecture halls (capacity > 200) first. Feedback based on the "rooms" demanding deliveries of media equipment. Partnership/planning discussion. Align the technology implementation with the planned room renovations. Coordination with building renovation, additions, new construction.  Look for coordination opportunities in terms of funding and scheduling.

Day to day room support and maintenance 13 FTE first responders for trouble calls Many are located at “satellite offices” across campus 7 FTE audiovisual and PC technicians Responsible for both classrooms and labs 3 FTE help desk

Branching out to new learning spaces Informal learning spaces developed in libraries, atria of buildings, coffee shops.

And specially constructed tech rooms that are not instructor-centered

And specially constructed tech rooms that are not instructor-centered

And computer labs are now considered as a classroom with a lot of computers

Computer lab before renovation…

And classrooms now come in more colors than just vanilla bean…

And classrooms now come in more colors than just vanilla bean…

And some rooms will likely never get a technological renovation…

Classroom Issues – Budgets & Costs Recently changed budget model. Previously 50% for renovation and 50% for maintenance. Now 40% for renovation and 60% for maintenance. Standard equipment cost has decreased. Labor costs have increased. New equipment needs to be included, e.g., Crestron, audio in/out for recording lectures, etc.

Classroom Issues – Equipment Maintenance Projectors – Generally replace when 1 year out of warranty. Can be replaced anytime the room is available for ~ 4 hours. Computers – Generally replace every 4-5 years. DVD/VCR – Generally replace every 5 years. Carts are re-built during summer.

Classroom Issues – Technology Changes What new technology should be included? Listen to Faculty. Audio recording for Audacity, Camtasia Digital document cameras Committee investigates and does a pilot test. Crestron

Classroom Issues – Technology Changes How manage installation of new technology to “older” technology-enabled classrooms? Install based on faculty requests on a “best effort” basis. Audio in/out for Audacity, Camtasia Digital document camera Prioritize installation - classroom size. Crestron, digital document camera Gradual replacement of “old technology” with “new.” HD projectors, 16:9 aspect ratio screens, surround sound systems, etc.

Classroom Issues – Continuing Challenges Ensuring renovations completed “On Time” Dealing with outside contractors. Coordination Compressed work schedule Drafting "Classroom Construction/Renovation Guidelines." Conduct walk-through of all rooms. Order carts early. Develop a 2-year rolling plan for renovations.

Classroom Issues – Continuing Challenges Non-Standard Equipment Non-standard equipment funded by individual units. Meets local needs, but still is a “University Classroom.” Drafting a “Memorandum of Understanding” to gain agreement on repair and replacement of non-standard equipment.

Planning for the future… The Classroom Group as an invaluable resource. University-level funding Having funding within the group assures that the someone is looking at which “University” rooms should be renovated and that they are maintained. Coordination Having all parties involved in classroom renovations on the committee increases coordination and helps reduce the chance of something being overlooked.

Planning for the future… Most tech rooms will probably stay with the same basic design, but upgrading equipment regularly. More creation of informal learning spaces. More creation of classrooms that are not instructor-centered. But this often results in reduced room capacity.

Questions and comments…. Severin Grabski (grabski@msu.edu) Byron Brown (brownb@msu.edu) Copyright S. Grabski and B. Brown, 2009. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors.

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