Scheduling Policies Town Hall. June 6, 2018

Transcription

1 June 6, 2018

2 Agenda 25Live Implementation Update Project Goals Purpose and Methods Scheduling Policies No Changes New Recently Revised Discussion Next Steps Resources 2

3 25Live Status Update Implementation kicked off mid-october 2017 CollegeNET on-campus in February Listening Tour Completed new instructional space scheduling policy and revised existing, relevant policies Ongoing work on data definitions, data collection/cleanup Work has started on identifying outdoor locations Kicked off effort to build event request user interface Go-live slated for February 2019; academic and event reservations for CY 2019 and beyond transition to 25Live 3

4 Project Goals Implement campus-wide solution for spaces and events System of Engagement Reduce need for shadow systems and related support Increase availability of rooms to faculty, staff and students Enhance user experience with more embedded workflow/automation of related processes Support and sustain institutional policies and practices Provide robust analytic and reporting functionality Facilitate data-informed decision-making and strategic planning 4

5 Purpose and Methods Increase trust and confidence through experience that requesters can find the right space for their event with reasonable effort Single starting point Intuitive user experience Understandable room features and conditions Efficient embedded workflow Promote consistent and equitable practices associated with scheduling through clear policy and appropriate configurations Enable administrators to make data-informed decisions about classroom and event spaces 5

6 Purpose is not to... Take over space Prioritize non-unit activities over unit activities 6

7 Policy Implementation Existing, Unchanged Space Management Principles (2012) Provides a basis for making consistent decisions about space management throughout the university States that ownership of space begins with the President and Provost and is delegated out to the units, and that accountability for space management begins locally and proceeds upward through organizational hierarchies Space Management Principles as applied to Cornell Instructional Space (2014) Defines the Provost as the steward for all instructional space and the final decision-maker regarding best use of instructional space States the need for the Provost and Deans to work together to optimize the use of these spaces 7

8 Policy Implementation Existing, Unchanged Fees for Internal Users of Cornell Physical Space (2015) Sets guidelines for internal room rental fees based on cost justification and a formal approval process Default position: No fee unless actual incremental costs are incurred Fee must be reviewed and approved by the Interdepartmental Fee Committee and the DFA rate review process (if applicable) Identifies Best Practices Procedures that encourage the use of facilities for mission-driven activities Managed by the Interdepartmental Fee Committee Chair: Davina Desnoes, Assistant Vice President, Budget & Planning 8

9 Policy Implementation New Instructional Space Scheduling Policy Developed to reduce schedule conflicts for students and faculty and encourage resource stewardship Aligns with the policy on scheduling established by the University Faculty and the Faculty Council of Representatives in 1950 and last amended in 1981 Three objectives 1. Require adherence to faculty-endorsed standard meeting days and times; 2. Distribute classes efficiently across scheduling blocks; and 3. Promote appropriate classroom utilization (i.e., seat fill). 9

10 Policy Implementation Existing, Recently Revised Use of Central Scheduling Tools 10

11 Use of Central Scheduling Tools Originally promulgated in 2014 Defined rooms that should have been included in R25 Communications to units occurred when first enacted Compliance reports never implemented Project team intends to load rooms into tool in accordance with this policy, per direction of Executive Steering Committee 11

12 Use of Central Scheduling Tools - Revisions Updated terminology Further assessed room types/rooms through listening tour & follow-up with units Added governance during the project and after the project Defined roles and responsibilities Added Intention & Summary section and Appendix Appendix allows flexibility to implement over time Clarified boundary Policy is about the tool Not implementation issues of security & roles 12

13 Use of Central Scheduling Tools - Revisions Defined spaces required to be scheduled in 25Live Explicitly limits the geographic boundary of the policy to the main campus (Ithaca) Updated room types to reflect simplification of room types in 2016 Includes outdoor spaces Clarified that a subset of spaces scheduled are viewable and requestable Only classrooms, assembly spaces, and some institutional meeting rooms and outdoor spaces 13

14 Scheduling vs. Requesting Scheduled in 25Live Classroom Facilities (room type 110) Instructional (teaching) Labs (room types 210, 212, 220) Assembly (room type 610) Meeting Room (room type 680) Institutional Outdoor Spaces Viewable & Requestable? Yes No Yes Institutional Meeting Rooms Only (G01 and G10 Biotech and rooms in North Campus Community Centers) Yes 14

15 Conference Rooms vs. Meeting Rooms Conference Room Room serving an office complex, considered by organization (a department or unit) or by physical grouping (a group of related office workspaces)) Used primarily for meetings and unit activities that are not directly related to instruction. Furniture usually chairs around a table Attendees usually known and specifically identified by invitation Meeting Room Room type code 350 Room type code 680 Optional to schedule in 25Live May be assigned to a specific organizational unit Generally more available and open to various groups and functions in more configurations than a conference room. One layout may be chairs around a table, but room usually lends itself to other configurations, esp. classroom-style with participant focus to the front of the room; may be a variety of furniture types For many events, some attendees may be invited but usually some element of unknown number or list of public attendees Required to schedule in 25Live 15

16 Framework to Fully Implement (Appendix) Objective: 3 years all instructional and event spaces are scheduled in 25Live Assumes that we will have a new User Interface that will allow for risk management workflow for rooms not scheduled in 25Live Requestable rooms Subset of those scheduled in 25Live, by Net ID Viewable rooms Requestable rooms, by Net ID Hours reserved and hours available, not reservation details Approving room requests Try to minimize number of security roles, balanced against developing reasonable workflows No individual room security roles unless extenuating circumstances Goal to achieve some automatic approvals 16

17 Sequencing Rooms into 25Live Space Category Go-Live Beginning Year 2 Classrooms Assembly Instructional Labs Meeting Room Outdoor Space All instructional and event spaces loaded into 25Live Intention is to enable risk management workflow Undergrad colleges schedule in 25Live Rooms viewable & requestable with Net ID Institutional meeting rooms scheduled in 25Live Rooms viewable & requestable with Net ID Undergrad colleges schedule in 25Live Rooms viewable & requestable with Net ID All other meeting rooms scheduled in 25Live These rooms are NOT viewable NOR requestable Scheduled in 25Live Viewable & requestable with Net ID Beginning Year 3 and Beyond Professional schools schedule in 25Live Rooms viewable & requestable with Net ID Scheduled in 25Live These rooms are NOT viewable NOR requestable All meeting rooms scheduled in 25Live Only institutional meeting rooms are viewable and requestable Scheduled in 25Live Viewable & requestable with Net ID 17

18 Policy Implementation Existing, Recently Revised Advance Scheduling Policy, re-proposed as Access to Space for Events 18

19 Access to Space for Events Replaces Advance Scheduling Procedure (2015) that replaced Summer Scheduling Procedure (2013) Will need to be revised again if we can replace the Event Registration Form with a new user interface to 25Live too soon to make those changes Confirms ability to schedule Requestable spaces on weekends, during breaks, summer, etc. based on group size Confirms ability to schedule Requestable spaces on weekdays once a semester starts 19

20 Access to Space for Events Main Elements Expectation that units will share space with requesters regardless of affiliation This does not mean that units can t prioritize their own unit / student org needs Expectations that requesters act responsibly Long list of considerations that event planners should weigh before requesting a space Best practices Resolution of conflicts Scheduling Inappropriate, disrespectful or irresponsible use 20

21 Next Steps Project Team coordinating with units Rooms and outdoor spaces to be loaded Room Type Coding information session: July TBA Stakeholder engagement and testing on new events request user interface Room survey 21

22 Resources All space-related policies are posted: Project website: contact: Andy Slusar, Project Manager 22

23 Questions and Discussion 23

24 Thank You