WORRYFREE SPACE UTILIZATION REPORT

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WORRY-FREESPACE UTILIZATION REPORT

• IIPS Conference
• July 24, 2007
• Presented by
• Debbie Paul Clarice Crotts
• Randolph Community College

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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 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 weeksreferred 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)

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• 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)
• COURSES TO BE EXCLUDED
• Independent study courses
• Canceled courses (0 students)
• Off-campus classes
• TBAs-these should be updated if not previously
  arranged
• Classes meeting less than 8 weeks (except for
  piggy back situations)
• Outdoor classes unless an indoor room is reserved
  for the class

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Our additional instructions

• 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
• on the SOFF (section offering screen)
• Building Room
• Start Time End Time
• Days of the Week
• Rebuild Meeting Dates - Yes
• Number of Weeks
• on the FASC (faculty section assignment
  screen)
• Faculty Member

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• 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
• 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.
• 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.

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Run CCSC to print a Course Schedule Curriculum
use term 2006FAContinuing Education use terms
2006CE3, 2007CE1, 2007CE2
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Additional selection criteria for CSSC
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The ISUR is located in the ST application in
Colleague. The path is ST-XSTM-XXRS-XXIS
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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
Be sure to exclude only one of the concurrent
sections here
Locations to Exclude Any locations from LOCN that
are not owned/leased by the institution
Answer Yes
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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
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Go to LOCN to find your valid location codes to
exclude
Codes to Exclude are for property NOT
owned/leased by the institution
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The location code must be completed on the SECT
screen
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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.
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The XXIW Report Mode screen is displayed.
Leave all fields as they are and select the Save
icon.
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INSTRUCTIONAL SPACE UTILIZATION EXCEPTION
REPORTThe 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.
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• Correct all errors (work file will not build with
  any errors)
• Correct any exceptions that you can in your
  sections
• 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 XXIR (Inst Space Utilization) to generate
  your report

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Correcting Errors No building specified No room
specifiedCorrecting Exceptions No meeting
times No valid meeting times
Enter Y here to correct...no valid meeting times
error
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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 instructors name. (go to
FCTY to make vendors a faculty member for PSAs)
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Run XXIC to clear your work file after
exceptions have been corrected in your SECT or
SOFF screens
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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
Be sure to include only one of the concurrent
sections here
Locations to Exclude Any locations from LOCN that
are not owned/leased by the institution
Answer Yes
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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
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Next, run XXIR to generate a report Be certain
to markSend Out File to No until youre ready
to submit your final report to the Commission.
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Sample XXIR (instructional space utilization)
report
This is the work file record id that you use on
XXID
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Run XXID to Modify the Work File
You can correct or add work file records from
this screen
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Sample Completed XXID
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Reasons to modify work file records

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

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• Split number of students between rooms for
  partitioned classrooms.
• Correct conflicts in room assignments.
• 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.

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Run a Section Roster (SROS) to help you when
combining sections or averaging students
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Sample Section Roster
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• To average GED Testing sections
• Total of students enrolled 16 weeks
• 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 weeksreferred to as piggy
  back scheduling.

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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
• WITH SEC.TERM 2006CE3 AND WITH SEC.NO.WEEKS
  lt 8 AND WITH SEC.LOCATION LIKE 1 2 8 9
  AND WITH SEC.CURRENT.STATUS EQ A
• 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.C
  OUNT XSEC.BUILDING SEC.LOCATION XSEC.ROOM
  XSEC.ROOMS.ID

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Sample Piggy Back Spreadsheet (export to Excel
then clean it up so it can be sorted and days
times added)
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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
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Additional Selection Criteria for Course Section
Schedule
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Sample CSSC
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This detailed building room assignment report
prints as part of your edit report. Review for
conflicts.
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Run XXIX to Delete Work RecordsUse this when a
work record was added in error or to delete
sections which met the second 8 weeks of the
semester
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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
• 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

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• 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.

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To print a Course Schedule to mail to the
CommissionCurriculum use term
2006FAContinuing Education use terms 2006CE3,
2007CE1, 2007CE2
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Additional selection criteria for CSSC
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All Modifications are done! ChangeSend Out File
to YES and submit your final report to the
Commission.
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Happy Reporting!!