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

2. 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.

3. 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

4. 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.

5. 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."

6. 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.

7. Large (older) computer cart design

8. 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

9. New small media carts

10. Laptop podium and equipment cabinet

11. 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)

12. 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

13. 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.

14. 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.

15. 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.

16. 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.

17. 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

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

19. And specially constructed tech rooms that are not instructor-centered

20. And specially constructed tech rooms that are not instructor-centered

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

22. Computer lab before renovation…

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

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

25. And some rooms will likely never get a technological renovation…

26. 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.

27. 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.

28. 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

29. 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.

30. 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.

31. 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.

32. 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.

33. 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.

34. Questions and comments….
Severin Grabski
Byron Brown
Copyright S. Grabski and B. Brown, 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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