1. WORRY-FREE SPACE UTILIZATION REPORT IIPS Conference July 24, 2007 Presented by Debbie Paul & Clarice Crotts Randolph Community College

2. The State Commission on Higher Education Facilities gives you these instructions… COURSES TO BE INCLUDED IN UTILIZATION DATA… Include all CU & CE courses which met for the fall term in rooms recorded on your facilities inventory (these are buildings/rooms owned or leased by your institution) Include all CU & CE courses which met for the fall term in rooms recorded on your facilities inventory (these are buildings/rooms owned or leased by your institution) Include all courses which meet for a duration of at least Include all courses which meet for a duration of at least 8 weeks (include only first eight weeks of fall term) Room utilization credit is given for a series of short courses/labs meeting in a given room over a period of at least 8 weeks…referred to as “piggy back” scheduling. Room utilization credit is given for a series of short courses/labs meeting in a given room over a period of at least 8 weeks…referred to as “piggy back” scheduling. The difference between beginning & ending time should not exceed four hours (if you have a bonafide class period in excess of four hours show utilization on two work records by splitting class hours) The difference between beginning & ending time should not exceed four hours (if you have a bonafide class period in excess of four hours show utilization on two work records by splitting class hours)

3. Include a printout of curriculum and continuing education classes with beginning & ending dates. Include a printout of curriculum and continuing education classes with beginning & ending dates. DUE DATE is February 17 for previous Fall term (you cannot submit an accurate report until after 12/31/YY) DUE DATE is February 17 for previous Fall term (you cannot submit an accurate report until after 12/31/YY) COURSES TO BE EXCLUDED… Independent study courses Independent study courses Canceled courses (0 students) Canceled courses (0 students) Off-campus classes Off-campus classes TBA’s-these should be updated if not previously arranged TBA’s-these should be updated if not previously arranged Classes meeting less than 8 weeks (except for piggy back situations) Classes meeting less than 8 weeks (except for piggy back situations) Outdoor classes unless an indoor room is reserved for the class Outdoor classes unless an indoor room is reserved for the class

4. Our additional instructions… Work closely with your CU and CE staff who enter sections to make certain that these fields are completed… Work closely with your CU and CE staff who enter sections to make certain that these fields are completed… on the SECT (sections screen) Location Location on the SOFF (section offering screen) Building & Room Building & Room Start Time & End Time Start Time & End Time Days of the Week Days of the Week Rebuild Meeting Dates - Yes Rebuild Meeting Dates - Yes Number of Weeks Number of Weeks on the FASC (faculty section assignment screen) on the FASC (faculty section assignment screen) Faculty Member Faculty Member

5. If a class meets at different hours on different days, add a work record to show correct utilization unless recorded on SOFF If a class meets at different hours on different days, add a work record to show correct utilization unless recorded on SOFF Two courses meeting in the same room and at the same time should be combined to show only one work record on the report Two courses meeting in the same room and at the same time should be combined to show only one work record on the report Compare the number of stations listed for each room on your Building Characteristic Report against the number of students enrolled in each class to make sure that the number of stations have not been exceeded (this is closely monitored) Compare the number of stations listed for each room on your Building Characteristic Report against the number of students enrolled in each class to make sure that the number of stations have not been exceeded (this is closely monitored) Use the Used/Unused Teaching Area Check List for the previous year (supplied by the Commission) to check off which rooms were used and determine any unused rooms that you want to show utilization in. Use the Used/Unused Teaching Area Check List for the previous year (supplied by the Commission) to check off which rooms were used and determine any unused rooms that you want to show utilization in. Print a Course Section Schedule (CSSC) to compare to your report to ensure that all sections meeting criteria were included. Print a Course Section Schedule (CSSC) to compare to your report to ensure that all sections meeting criteria were included. Check for conflicts in building and room assignments. Check for conflicts in building and room assignments.

6. Run CCSC to print a Course Schedule Curriculum – use term 2006FA Continuing Education – use terms 2006CE3, 2007CE1, & 2007CE2

7. Additional selection criteria for CSSC

8. The ISUR is located in the ST application in Colleague. The path is ST-XSTM-XXRS-XXIS

9. The first step in producing your ISUR report is to generate a work file of records to include on the report. Enter XXIW mnemonic. Reporting Terms for 2007 2007CE3 2007FA Course Sections to Exclude… Any sections meeting in the same room at the same time Locations to Exclude Any locations from LOCN that are not owned/leased by the institution Be sure to exclude only one of the concurrent sections here Answer Yes

10. Additional Selection Criteria for the XXIW screen This gives you all sections with a status of A (active) and all sections which met for a duration of 8 weeks or more

11. Go to LOCN to find your valid location codes to exclude Codes to Exclude are… for property NOT owned/leased by the institution

12. The location code must be completed on the SECT screen

13. The Output Device screen displays next. The output for this report consists of an error and an exception report, if applicable. If no errors or exceptions, or if there is just an exception report, a report will appear indicating the number of work file records that were created. Enter the desired Output Device in the first field and any additional information required for the device chosen. Select the Save icon.

14. The XXIW – Report Mode screen is displayed. Leave all fields as they are and select the Save icon.

15. INSTRUCTIONAL SPACE UTILIZATION EXCEPTION REPORT The following exceptions occurred when creating the work file for this report. Exceptions will not prevent the work file from being built, but the records with exceptions may not be included in it.

16. Correct all errors (work file will not build with any errors) Correct all errors (work file will not build with any errors) Correct any exceptions that you can in your sections Correct any exceptions that you can in your sections Run XXIC (Inst Space Work File Clear) to start over after corrections are made. Run XXIC (Inst Space Work File Clear) to start over after corrections are made. Run XXIW (ISU Build Work File) be sure to use same criteria as before Run XXIW (ISU Build Work File) be sure to use same criteria as before Run XXIR (Inst Space Utilization) to generate your report Run XXIR (Inst Space Utilization) to generate your report

17. Correcting Errors No building specified… No room specified… Correcting Exceptions No meeting times … No valid meeting times … Enter Y here to correct...no valid meeting times error

18. Correcting Exceptions No instructor specified … Every section should have an instructor/faculty member assigned, even sections taught by a PSA, you do not have to enter the payroll info but you do have to enter the instructor’s name. (go to FCTY to make vendors a faculty member for PSA’s)

19. Run XXIC to clear your work file after exceptions have been corrected in your SECT or SOFF screens

20. Next, run XXIW to build your work file again! Reporting Terms for 2007 2007CE3 2007FA Course Sections to Exclude… Any sections meeting in the same room at the same time Locations to Exclude Any locations from LOCN that are not owned/leased by the institution Be sure to include only one of the concurrent sections here Answer Yes

21. Additional Selection Criteria for the XXIW screen This gives you all sections with a status of A (active) and all sections which met for a duration of 8 weeks or more

22. Next, run XXIR to generate a report Be certain to mark…Send Out File to “No” until you’re ready to submit your final report to the Commission.

23. Sample XXIR (instructional space utilization) report This is the work file record id that you use on XXID

24. Run XXID to Modify the Work File You can correct or add work file records from this screen

25. Sample Completed XXID

26. Reasons to modify work file records Sections which meet concurrently – change number of students enrolled. Sections which meet concurrently – change number of students enrolled. Adjust number of students in GED Testing sections to avg. number of students attending at any given time during the semester. Adjust number of students in GED Testing sections to avg. number of students attending at any given time during the semester. Sections which meet for more than 4 hrs. in length - add another work record to include additional hours. Sections which meet for more than 4 hrs. in length - add another work record to include additional hours.

27. Split number of students between rooms for partitioned classrooms. Split number of students between rooms for partitioned classrooms. Correct conflicts in room assignments. Correct conflicts in room assignments. Add piggy back scheduling sections (series of short sections meeting less than 8 wks in same room). Add piggy back scheduling sections (series of short sections meeting less than 8 wks in same room). Add sections with Spring or Summer reporting terms which met for at least 8 weeks during Fall term. Add sections with Spring or Summer reporting terms which met for at least 8 weeks during Fall term.

28. Run a Section Roster (SROS) to help you when combining sections or averaging students

29. Sample – Section Roster

30. To average GED Testing sections… Total # of students enrolled ÷ 16 weeks = Total # of students enrolled ÷ 16 weeks = Avg. # of students per week Avg. # of students per week To average “Piggy back” sections… Total # of students in each section ÷ # of sections included in the piggy back = Avg. # of students Room utilization credit is given for a series of short courses/labs meeting in a given room over a period of at least 8 weeks…referred to as “piggy back” scheduling.

31. Query for Piggy Back Scheduling (series of short courses meeting in a given room over a period of at least 8 weeks – weeks have to be consecutive) Items – Items – WITH SEC.TERM = “2006CE3” AND WITH SEC.NO.WEEKS < “8” AND WITH SEC.LOCATION LIKE “1” “2” “8” “9” AND WITH SEC.CURRENT.STATUS EQ “A” Output – Output – SEC.TERM SEC.SUBJECT SEC.COURSE.NUMBER SEC.NO SEC.SHORT.TITLE SEC.START.DATE SEC.END.DATE SEC.MEETING.DAYS SEC.NO.WEEKS SEC.ACTIVE.STUDENT.COUNT XSEC.BUILDING SEC.LOCATION XSEC.ROOM XSEC.ROOMS.ID

32. Sample Piggy Back Spreadsheet (export to Excel then clean it up so it can be sorted and days & times added)

33. Run Course Section Schedule (CSSC) to determine if you have any Spring or Summer sections which met for at least 8 weeks of previous Fall Term, if so add a work record Terms enter: 2007CE1 & 2007CE2 Locations enter: All locations for properties owned or leased by your institution

34. Additional Selection Criteria for Course Section Schedule

35. Sample CSSC

36. This detailed building & room assignment report prints as part of your edit report. Review for conflicts.

37. Run XXIX to Delete Work Records Use this when a work record was added in error or to delete sections which met the second 8 weeks of the semester

38. Modifications Checklist  Corrected # of students for all combined sections  Averaged # of students for GED Testing  Corrected work records to show a maximum of four hours for any class session for any class session  Added work records to show the additional hours over four  Added work records to show utilization in any partitioned classrooms  Added work records for any “piggyback” scheduled sections  Averaged # of students for all “piggyback” sections  Added work records for any Spring or Summer sections which met for at least eight weeks of Fall term.  Corrected any conflicts  Delete any work records that should not be included in your report

39. Run XXIR (space utilization report) one final time before sending report to make certain that all additions or modifications are showing on your report. Run XXIR (space utilization report) one final time before sending report to make certain that all additions or modifications are showing on your report. Do Not Clear or Rebuild your Work File or all your corrections will be lost.

40. To print a Course Schedule to mail to the Commission Curriculum – use term 2006FA Continuing Education – use terms 2006CE3, 2007CE1, & 2007CE2

41. Additional selection criteria for CSSC

42. All Modifications are done! Change…Send Out File to “YES” and submit your final report to the Commission.

43. Happy Reporting!!