Smart Classroom Planning Dennis J. Bradley Andrew C. Lawlor

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Smart Classroom PlanningDennis J.
BradleyAndrew C. Lawlor
Edinboro University of PA

• Syllabus 2001

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About Edinboro

• Edinboro University of PA (www.edinboro.edu)
• 1 of 14 State System of Higher Education Schools
• 43 Buildings (11 Academic Buildings) on 600
  acres
• 7300 Students, 400 Faculty
• 3 Staff support classroom technology (1 FTE) out
  of 9 Desktop Systems and Learning Technology
  staff.

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The Situation

• It is unreasonable to expect students to learn to
  use technology in their coursework without having
  classrooms with the technology!
• How does one prepare and implement functional
  classroom technology that will minimally meet
  Faculty expectations, budgetary constraints,
  physical room attributes and provide a small
  learning curve for Faculty use and IT Staff
  support?

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Todays Objective

• Focus on retrofitting existing classrooms with
  technology
• Discuss how this was done in-house (with minimal
  assistance outside)
• Tips on what has worked and what hasnt

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Past Setting

• EUP had only a small inventory of classroom
  technology prior to 1999.
• In February of 1999, a request was made to
  Technology and Communications to lead the
  research and procurement of furnishings and
  equipment for a new Arts and Sciences Center
  which was in the final stages of construction.
• In addition, 30 other classrooms in various
  academic buildings needed to be retrofitted with
  various levels of technology.

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Excitement turns to Reality!

• Which staff members have the qualified audio,
  video and instructional design experience?
• Which components are the Faculty wishing to see
  in a smart classroom?
• How do we support this new and additional
  technology with out extra staff?
• etc

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First Tasks

• Run away ?
• Research Faculty Needs (keep it manageable)
• Still time to run ?
• Research Technology (phone calls, web, site
  visitsetc)
• Last chance ?
• Research Sites /Classrooms (do layouts)
• In other words, research is the initial starting
  task (unless you can run away ?)

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Ask Them What They Want!

• The Faculty will be the users
• Use a small but representative group
• If you could have any technology in your
  classroom, what would use?
• Consolidate responses to most common needs

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Research the Technology Needs

• Dig out the catalogs
• Do the web searches
• Make site visits to review installations
• Use the phone contact current and new vendors
• Document equipment specifics and prices
  (including Vendor info and sales person)

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Define Levels (definitions vary)

• Smart Classroom
• a phone, a video projector, computer, video
  cassette recorder, document camera and an audio
  system all of which are controlled from one
  central audio/video switching unit within an
  instructors desk. (see handout)
• Technology Enhanced Classroom
• A classroom that has portions of the smart
  classroom technology (i.e. only a video projector
  and a computer).
• Low-Tech Classroom
• These have a TV, VCR and possibly a transparency
  projector.

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Standardize

• Minimizes total cost of ownership
• Minimizes support time
• Minimizes time for multiple installations
• Minimizes downtime
• Allows for spare inventory
• Can be a cost saver with bulk quantities

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Layouts of Existing Rooms

• Create a Template for Each Room include such
  items as
• Building Name, Room No., Date Reviewed, Ceiling
  Height, Room Size, No. of Seats and create an
  actual layout of the room with symbols for
  electrical outlets, light switches, data ports
  and any existing security. Note windows and door
  locations as well as any existing screens and
  other obstacles. Add space for notes and
  recommendations that can be made on site.

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Design Principles

• Viewing Distances
• Image Size
• Angles of View
• Line of Sight
• Sound System Requirements
• Speaker Performance and Placement

Each of these are expertly defined in Andrew
Faunces Design Standards and Practices for
Large-Screen Presentation Facilities -
http//www.dartmouth.edu/insvcs/classrooms/resour
ces.html
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Build a Flexible Complete Inventory Sheet

• We used Excel to create an equipment order sheet
• Master Sheet contains all equipment with brief
  descriptions, costs and vendors for each item
• Each additional sheet represents one classroom
  with specific equipment needs which are linked to
  the master sheet
• A final sheet contains the summary of equipment
  needs
• Any changes to prices, items or vendors need only
  be made on the master sheet

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Create a Prototype

• If possible, setup a proto-type smart station
  (maybe in a Faculty Lab)
• This allows for testing and assessment
• It can continue to serve Faculty for their
  classroom preparation needs
• May even be able to use the equipment as
  temporary replacements during times of repair
• We used this this setup to have a local
  integrator come in and setup the equipment with
  the agreement that one or two in-house staff
  members would assist and learn

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Plan Installation

• Organize all immediate renovations with in-house
  facilities department or external agencies
• Make sure all fire/safety hurdles are discussed
  as needed (asbestosetc)
• Communicate with in-house facilities department
  or external agency the planned time of
  installation of equipment so they have their
  schedules available for such items as mounting
  projectors or screens or other unforeseen items
• Communicate with technical staff a logical plan
  that minimizes their time away from other
  important tasks

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Technical Support

• Provide as immediate response as possible to
  problems within a classroom as a goal.
• Communicate protocols and priorities for
  supporting classroom technology issues among the
  support staff accordingly.
• Post all support phone numbers in each classroom
  and list them in an order that is logical.
• Provide a cell phone or pager to the appropriate
  support personnel and post that number as the
  primary if applicable.

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Repair

• It is important to have an in-house technician
  who can at least repair minor and/or re-occurring
  hardware problems
• Create a relationship with a local vendor who can
  repair A/V equipment rapidly and have them become
  familiar with all the equipment installed

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Summarizing Your Challenges

• Strategically organize planning steps that would
  require a minimal amount of staff time during the
  planning and installation stages
• Research all the necessary needs of the Faculty
• Research the technology per these needs
• Research limitations of each of the rooms
  (electrical and structural)

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Summarizing Your Challenges

• Follow through on all the procurement stages for
  the furnishings and equipment
• Organize a timely installation
• Create an ongoing supportable classroom
  technology environment

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Tips

• Avoid Infra-Red if possible
• hardwire projector controls and only use remotes
  as backups
• It is always best to have one vendor/integrator
  supply (and install) equipment to avoid
  incompatibilities
• Continue to assess Faculty on the use and
  effectiveness of the equipment
• Install remote monitoring/control access to the
  equipment

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References

• Andrew Faunces Design Standards and Practices
  for Large-Screen Presentation Facilities
  (Dartmouth College) http//www.dartmouth.edu/insv
  cs/classrooms/resources.html
• Hardware Standards at University of Memphis
  http//www.people.memphis.edu/profweb/smart/smart
  standards.htm
• The Smarter College Classrooms Page
  http//www.classrooms.com/