Recommendations for: Upgrading Technology Enhanced Learning Spaces Upgrade of Computers in Open & College Labs IT Governance Executive Committee January 31, 2014 Meeting IT Governance - Instructional Technology Working Group

Emerging Technologies Working Group FACULTY & STAFF Shanthi Srinivas Assoc. V.P. for Academic Planning, Policy & Faculty Affairs (Co-Chair) Kevin Morningstar Associate CIO, I&IT Ops (Co-Chair) Olive Yao Li Assistant Professor, Human Nutrition and Food Science Muditha Senanayake Assistant Professor Apparel Merchandising & Management STUDENTS Jasmine Andino ASI Engineering Senator Nailah Zoi Givens ASI Senator-at-Large Greek Obi Okafor ASI Science Senator Raquel Mercado ASI CLASS Senator IT Governance - Instructional Technology Working Group

Working Group Guiding Principles Classrooms that have a high demand for AV equipment will be prioritized for basic presentation technology Classrooms that have existing outdated/poorly functioning technology that significantly impacts instruction will be prioritized for upgrade of basic presentation technology Every attempt will be made to honor a fair allocation of resources to meet the needs of the colleges and the university Colleges will be consulted on their classroom needs Instructional Technology Working Group – Recommendation #1

Recommendation #1 – Upgrade of Technology Enhanced Learning Spaces (TELS) IT Governance - Instructional Technology Working Group

Proposed Strategy for Upgrade of Learning Spaces Start with the basics in the first funding cycle Allocation strategy focuses on replacing the TELS classrooms over the next two fiscal years Beginning in FY 14/15, add rooms without AV equipment that have regular requests for AV delivery Instructional Technology Working Group – Recommendation #1

Focus on Technology Enhanced Learning Spaces (TELS) TELS classrooms built in 2000 to TELS classrooms have been upgraded since classrooms remain in 4 colleges These classrooms are in serious need of replacement Instructional Technology Working Group – Recommendation #1

Overall Classroom AV & Lecture Station Status 40 projectors have been identified as lecture stations with regular problems 65 classroom computers have been identified as needing a refresh (7+ years old); computers will be replaced in this round Estimated cost to replace all classrooms with out-of- date equipment is well over one million dollars Instructional Technology Working Group – Recommendation #1

Methodology for Selection Rooms were selected using the number of enrolled students scheduled in the room for all sessions in 2013 This year’s proposed classrooms would upgrade half of the remaining TELS rooms Upgrades occur in four of the five colleges that have TELS equipment Remaining TELS rooms would be upgraded in 2015 Instructional Technology Working Group – Recommendation #1

Classrooms Identified by Methodology Instructional Technology Working Group – Recommendation #1 FUNDING ALLOCATION COLLEGELOCATION’13 ROOM ENROLLMENT EQUIIP AGE (yrs) $30,000ENG9-3071,11910 $30,000ENG $30,000CLASS $30,000CBA98-C $30,000AG Typo in original room number $30,000ENG $30,000CBA98-C OptionCEIS $70,00044 Projectors for classrooms identified with failing equipment $20, Classroom computers

Recommendation to Upgrade of Technology Enhanced Learning Spaces (TELS) FY 13/14 fund replacement of half of the Technology Enhanced Learning Spaces (TELS) this Fiscal Year with the remaining TELS classrooms to be upgraded in FY 14/15 Designate 30% of funding for the replacement of projectors and lecture computers that have been identified by I&IT staff as failing or in need of immediate replacement Validate room prioritization with Academic Affairs and colleges Instructional Technology Working Group – Recommendation #1

Feedback from I&IT Instructional & Desktop Technology Actual room specific estimates are not available for the rooms identified; costs provided to the committee were general targets Each room is different and often requires varying room construction designs and labor Consultation with Academic Affairs and colleges needs to occur to validate room needs and availability during the summer Instructional Technology Working Group – Recommendation #1

QUESTIONS & RECOMMENDATION Upgrade of Technology Enhanced Learning Spaces (TELS) For FY 13/14 the committee recommends that half of the Technology Enhanced Learning Spaces (TELS) be funded for upgrades this year with the remaining TELS classrooms to be upgraded in FY 14/15. Funding for these seven classrooms is projected to be $210,000 (or approximately 70% of the total available SSF funding) for FY 13/14. The committee further recommends that the remaining 30% of the funds be used for the replacement of projectors and lecture stations that have been identified by I&IT staff as failing or in need of immediate replacement. Instructional Technology Working Group – Recommendation #1

Recommendation #2 – Upgrade of Computers in Open & College Labs IT Governance - Instructional Technology Working Group

Background on Open & College Labs An Open Lab is the designation of common areas with computers that are available to any student at any time A College Lab is generally considered an instructional space and is used primarily for classroom instruction and college specific use Instructional Technology Working Group – Recommendation #2

Background on Computers in Open & College Labs Approximately 90 areas on campus that are identified as being either an Open or College Lab A full inventory of lab computers did not exist prior to this request for information for the committee Replacement of computers in College and Open labs have not been maintained on a regular schedule Instructional Technology Working Group – Recommendation #2

Background on Computers in Open & College Labs Estimate to replace all of lab equipment 4 years and older would cost over 1.2 million dollars encompassing a total of 55 labs and 1,350 computers 48 out of approximately 77 College Labs need replacement totaling over 1,050 new computers Almost 50% of the computers in the 10 Open Labs are older than 4 years – over 275 computers need to be replaced Instructional Technology Working Group – Recommendation #2

Methodology for Selection Designate 80% for College Labs (or $240,000) and 20% for Open Labs ($60,000) Model for identifying College Labs 50%Age of computers 30%Number of students enrolled 20%Size of lab - number of computers Some labs with much older equipment may not be funded due to their smaller size and student utilization Instructional Technology Working Group – Recommendation #2

Labs Identified by Methodology Instructional Technology Working Group – Recommendation #2 FUNDING ALLOCATION COLLEGELOCATION’13 RM ENROLL. # PCsEQUIIP AGE Notes $50,600CBA98-C4-351, Correction of room number $34,100ENG Confirmed with college tech $50,600CBA98-C Confirmed with college tech $39,800AG45-102b College tech recommending based on student utilization $33,000ENG Engineering tech staff advising based on student utilization $27,500CLASS Confirmed

Factors to Consider Historically funding varied significantly for labs Method distributes funding unevenly Will colleges continue to fund their own lab upgrades or depend upon SSF Configurations and costs will vary depending upon software and hardware requirements in College Labs All computers in a College Labs must be replaced at the same time while Open Labs can have multiple models Academic Affairs and colleges need to be consulted – locations may change Instructional Technology Working Group – Recommendation #2

QUESTIONS & RECOMMENDATION Upgrade of Computers in Open & College Labs For FY 13/14 the committee recommends that funding for the replacement of lab computers be designated as 80% for College Labs (or $240,000) and 20% for Open Labs ($60,000). Instructional Technology Working Group – Recommendation #2