WORRY-FREEWORRY-FREESPACE UTILIZATION SPACE UTILIZATION

REPORTREPORT

IIPS ConferenceIIPS ConferenceJuly 24, 2007July 24, 2007

Presented byPresented byDebbie Paul & Clarice CrottsDebbie Paul & Clarice Crotts

Randolph Community CollegeRandolph Community College

The State Commission on Higher Education FacilitiesThe State Commission on Higher Education Facilities gives you these instructions… gives you these instructions…

COURSES TO BE INCLUDED IN UTILIZATION DATA…COURSES TO BE INCLUDED IN UTILIZATION DATA… Include all CU & CE courses which met for the fall term Include all CU & CE courses which met for the fall term

in rooms recorded on your facilities inventory (these in rooms recorded on your facilities inventory (these are buildings/rooms owned or leased by your are buildings/rooms owned or leased by your institution)institution)

Include all courses which meet for a duration of at leastInclude all courses which meet for a duration of at least8 weeks (include only first eight weeks of fall term)8 weeks (include only first eight weeks of fall term)

Room utilization credit is given for a series of short Room utilization credit is given for a series of short courses/labs meeting in a given room over a period of courses/labs meeting in a given room over a period of at least 8 weeks…referred to as “piggy back” at least 8 weeks…referred to as “piggy back” scheduling. scheduling.

The difference between beginning & ending time The difference between beginning & ending time should not exceed four hours (if you have a bonafide should not exceed four hours (if you have a bonafide class period in excess of four hours show utilization on class period in excess of four hours show utilization on two work records by splitting class hours)two work records by splitting class hours)

Include a printout of curriculum and continuing Include a printout of curriculum and continuing education classes with beginning & ending dates.education classes with beginning & ending dates.

DUE DATE is February 17 for previous Fall term DUE DATE is February 17 for previous Fall term (you cannot submit an accurate report until after (you cannot submit an accurate report until after 12/31/YY)12/31/YY)

COURSES TO BE EXCLUDED…COURSES TO BE EXCLUDED… Independent study coursesIndependent study courses Canceled courses (0 students)Canceled courses (0 students) Off-campus classesOff-campus classes TBA’s-these should be updated if not previously TBA’s-these should be updated if not previously

arrangedarranged Classes meeting less than 8 weeks (except for Classes meeting less than 8 weeks (except for

piggy back situations)piggy back situations) Outdoor classes unless an indoor room is Outdoor classes unless an indoor room is

reserved for the classreserved for the class

Our additional instructions…Our additional instructions… Work closely with your CU and CE staff who enter Work closely with your CU and CE staff who enter

sections to make certain that these fields are sections to make certain that these fields are completed…completed…on the SECT (sections screen)on the SECT (sections screen) Location Location

on the SOFF (section offering screen)on the SOFF (section offering screen) Building & RoomBuilding & Room Start Time & End TimeStart Time & End Time Days of the WeekDays of the Week Rebuild Meeting Dates - YesRebuild Meeting Dates - Yes Number of WeeksNumber of Weeks

on the FASC (faculty section assignment screen)on the FASC (faculty section assignment screen) Faculty MemberFaculty Member

If a class meets at different hours on different days, add If a class meets at different hours on different days, add a work record to show correct utilization unless a work record to show correct utilization unless recorded on SOFFrecorded on SOFF

Two courses meeting in the same room and at the same Two courses meeting in the same room and at the same time should be combined to show only one work record time should be combined to show only one work record on the reporton the report

Compare the number of stations listed for each room on Compare the number of stations listed for each room on your Building Characteristic Report against the number your Building Characteristic Report against the number of students enrolled in each class to make sure that the of students enrolled in each class to make sure that the number of stations have not been exceeded (this is number of stations have not been exceeded (this is closely monitored)closely monitored)

Use the Used/Unused Teaching Area Check List for the Use the Used/Unused Teaching Area Check List for the previous year (supplied by the Commission) to check off previous year (supplied by the Commission) to check off which rooms were used and determine any unused which rooms were used and determine any unused rooms that you want to show utilization in.rooms that you want to show utilization in.

Print a Course Section Schedule (CSSC) to compare to Print a Course Section Schedule (CSSC) to compare to your report to ensure that all sections meeting criteria your report to ensure that all sections meeting criteria were included.were included.

Check for conflicts in building and room assignments.Check for conflicts in building and room assignments.

Run CCSC to print a Course Schedule Run CCSC to print a Course Schedule Curriculum – use term 2006FACurriculum – use term 2006FA

Continuing Education – use terms 2006CE3, 2007CE1, & Continuing Education – use terms 2006CE3, 2007CE1, & 2007CE22007CE2

Additional selection criteria for CSSCAdditional selection criteria for CSSC

The ISUR is located in the ST application in The ISUR is located in the ST application in Colleague. Colleague.

The path is ST-XSTM-XXRS-XXISThe path is ST-XSTM-XXRS-XXIS

The first step in producing your ISUR report is to The first step in producing your ISUR report is to generate a work file of records to include on the generate a work file of records to include on the

report.report. Enter XXIW mnemonic. 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

Additional Selection CriteriaAdditional Selection Criteria for the XXIW screen 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

Go to LOCN to find your validGo to LOCN to find your valid location codes to exclude location codes to exclude

Codes to Exclude are… for property NOT owned/leased by the institution

The location code must be completed on the SECT screen

The Output Device screen displays next. The Output Device screen displays next. The output for this report consists of an error and an exception 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 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 exception report, a report will appear indicating the number of work

file records that were created.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.

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

INSTRUCTIONAL SPACE UTILIZATION EXCEPTION REPORTINSTRUCTIONAL SPACE UTILIZATION EXCEPTION REPORT

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

Correct all errors (work file will not Correct all errors (work file will not build with any errors)build with any errors)

Correct any exceptions that you can Correct any exceptions that you can in your sectionsin your sections

Run XXIC (Inst Space Work File Clear) Run XXIC (Inst Space Work File Clear) to start over after corrections are to start over after corrections are made.made.

Run XXIW (ISU Build Work File) Run XXIW (ISU Build Work File) be be sure to use same criteria as beforesure to use same criteria as before

Run XXIR (Inst Space Utilization) to Run XXIR (Inst Space Utilization) to generate your reportgenerate your report

Correcting ErrorsCorrecting Errors No building specified… No room specified… No building specified… No room specified…Correcting Exceptions Correcting Exceptions No meeting times … No valid meeting No meeting times … No valid meeting timestimes……

Enter Y here to correct...no valid meeting times error

Correcting Exceptions Correcting Exceptions No instructor specified …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)

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

Next, run XXIW to build your work file again!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

Additional Selection CriteriaAdditional Selection Criteria for the XXIW screen 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

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.

Sample XXIR (instructional space utilization) reportSample XXIR (instructional space utilization) report

This is the work file record id that you use on XXID

Run XXID to Modify the Work FileRun XXID to Modify the Work File

You can correct or add work file records from this screen

Sample Completed XXIDSample Completed XXID

Reasons to modify work file Reasons to modify work file recordsrecords

Sections which meet concurrently – Sections which meet concurrently – change number of students enrolled.change number of students enrolled.

Adjust number of students in GED Adjust number of students in GED Testing sections to avg. number of Testing sections to avg. number of students attending at any given time students attending at any given time during the semester.during the semester.

Sections which meet for more than 4 Sections which meet for more than 4 hrs. in length - add another work hrs. in length - add another work record to include additional hours.record to include additional hours.

Split number of students between Split number of students between rooms for partitioned classrooms.rooms for partitioned classrooms.

Correct conflicts in room Correct conflicts in room assignments.assignments.

Add piggy back scheduling sections Add piggy back scheduling sections (series of short sections meeting less (series of short sections meeting less than 8 wks in same room) .than 8 wks in same room) .

Add sections with Spring or Summer Add sections with Spring or Summer reporting terms which met for at reporting terms which met for at least 8 weeks during Fall term.least 8 weeks during Fall term.

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

Sample – Section RosterSample – Section Roster

To average GED Testing sections…To average GED Testing sections… Total # of students enrolled Total # of students enrolled ÷ 16 weeks =÷ 16 weeks =

Avg. # of students per weekAvg. # of students per week

To average “Piggy back” sections…To average “Piggy back” sections…Total # of students in each section ÷ # of sections included in Total # of students in each section ÷ # of sections included in

the piggy back = Avg. # of studentsthe piggy back = Avg. # of students

Room utilization credit is given for a series Room utilization credit is given for a series of short courses/labs meeting in a given of short courses/labs meeting in a given room over a period of at least 8 weeks…room over a period of at least 8 weeks…referred to as “piggy back” scheduling.referred to as “piggy back” scheduling.

Query for Piggy Back SchedulingQuery for Piggy Back Scheduling(series of short courses meeting in a given room (series of short courses meeting in a given room

over a period of at least 8 weeks – weeks have to be over a period of at least 8 weeks – weeks have to be consecutive)consecutive)

Items – Items –

WITH SEC.TERM = “2006CE3” AND WITH SEC.TERM = “2006CE3” AND WITH SEC.NO.WEEKS < “8” AND WITH WITH SEC.NO.WEEKS < “8” AND WITH SEC.LOCATION LIKE “1” “2” “8” “9” SEC.LOCATION LIKE “1” “2” “8” “9” AND WITH SEC.CURRENT.STATUS EQ AND WITH SEC.CURRENT.STATUS EQ “A”“A”

Output –Output –

SEC.TERM SEC.SUBJECT SEC.TERM SEC.SUBJECT SEC.COURSE.NUMBER SEC.NO SEC.COURSE.NUMBER SEC.NO SEC.SHORT.TITLE SEC.START.DATE SEC.SHORT.TITLE SEC.START.DATE SEC.END.DATE SEC.MEETING.DAYS SEC.END.DATE SEC.MEETING.DAYS SEC.NO.WEEKS SEC.NO.WEEKS SEC.ACTIVE.STUDENT.COUNT SEC.ACTIVE.STUDENT.COUNT XSEC.BUILDING SEC.LOCATION XSEC.BUILDING SEC.LOCATION XSEC.ROOM XSEC.ROOMS.IDXSEC.ROOM XSEC.ROOMS.ID

Sample Piggy Back Spreadsheet (export to Excel Sample Piggy Back Spreadsheet (export to Excel then clean it up so it can be sorted and days & then clean it up so it can be sorted and days &

times added)times added)

Run Course Section Schedule (CSSC) to determine if Run Course Section Schedule (CSSC) to determine if you have any Spring or Summer sections which met you have any Spring or Summer sections which met for at least 8 weeks of previous Fall Term, if so add for at least 8 weeks of previous Fall Term, if so add

a work recorda work record

Terms enter:

2007CE1 & 2007CE2

Locations enter: All locations for properties owned or leased by your institution

Additional Selection Criteria forAdditional Selection Criteria for

Course Section Schedule Course Section Schedule

Sample CSSCSample CSSC

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

conflicts.conflicts.

Run XXIX to Delete Work RecordsRun XXIX to Delete Work RecordsUse this when a work record was added in error or to delete Use this when a work record was added in error or to delete

sections which met the second 8 weeks of the semestersections which met the second 8 weeks of the semester

Modifications ChecklistModifications Checklist

Corrected # of students for all combined sectionsCorrected # of students for all combined sections Averaged # of students for GED TestingAveraged # of students for GED Testing Corrected work records to show a maximum of four hoursCorrected work records to show a maximum of four hours

for any class sessionfor any class session Added work records to show the additional hours over fourAdded work records to show the additional hours over four Added work records to show utilization in any partitioned Added work records to show utilization in any partitioned

classroomsclassrooms Added work records for any “piggyback” scheduled sectionsAdded work records for any “piggyback” scheduled sections Averaged # of students for all “piggyback” sectionsAveraged # of students for all “piggyback” sections Added work records for any Spring or Summer sections Added work records for any Spring or Summer sections

which met for at least eight weeks of Fall term.which met for at least eight weeks of Fall term. Corrected any conflictsCorrected any conflicts Delete any work records that should not be included in your Delete any work records that should not be included in your

reportreport

Run XXIR (space utilization report) Run XXIR (space utilization report) one final time before sending report one final time before sending report to make certain that all additions or to make certain that all additions or modifications are showing on your modifications are showing on your report. report.

Do Not Clear or RebuildDo Not Clear or Rebuild

your Work File or all your your Work File or all your corrections will be lost.corrections will be lost.

To print a Course Schedule to mail to the CommissionTo print a Course Schedule to mail to the CommissionCurriculum – use term 2006FACurriculum – use term 2006FA

Continuing Education – use terms 2006CE3, 2007CE1, & Continuing Education – use terms 2006CE3, 2007CE1, & 2007CE22007CE2

Additional selection criteria for CSSCAdditional selection criteria for CSSC

All Modifications are done! Change…Send Out File to “YES”

and submit your final report to the Commission.

Happy Reporting!!Happy Reporting!!