Upgrading Technology Enhanced Learning Spaces Upgrade of Computers

Upgrading Technology Enhanced Learning Spaces Upgrade of Computers in Open & College Labs IT Governance Executive Committee January 31, 2014 Meeting IT Governance - Instructional Technology Working Group Recommendations for:

FACULTY & STAFF STUDENTS • Shanthi Srinivas • Jasmine Andino Assoc. V. P. for Academic Planning, Policy & Faculty Affairs (Co-Chair) • Kevin Morningstar Associate CIO, I&IT Ops (Co-Chair) • Olive Yao Li ASI Engineering Senator • Nailah Zoi Givens ASI Senator-at-Large Greek • Obi Okafor ASI Science Senator Assistant Professor, Human Nutrition and Food Science • Raquel Mercado • Muditha Senanayake ASI CLASS Senator Assistant Professor Apparel Merchandising & Management IT Governance - Instructional Technology Working Group Emerging Technologies Working Group

• Classrooms that have a high demand for AV equipment will be prioritized for basic presentation technology • Classrooms that have existing outdated/poorly functioning technology that significantly impacts instruction will be prioritized for upgrade of basic presentation technology • Every attempt will be made to honor a fair allocation of resources to meet the needs of the colleges and the university • Colleges will be consulted on their classroom needs Instructional Technology Working Group – Recommendation #1 Working Group Guiding Principles

Upgrade of Technology Enhanced Learning Spaces (TELS) IT Governance - Instructional Technology Working Group Recommendation #1 –

• Start with the basics in the first funding cycle • Allocation strategy focuses on replacing the TELS classrooms over the next two fiscal years • Beginning in FY 14/15, add rooms without AV equipment that have regular requests for AV delivery Instructional Technology Working Group – Recommendation #1 Proposed Strategy for Upgrade of Learning Spaces

• TELS classrooms built in 2000 to 2004 • 30 TELS classrooms have been upgraded since 2006 • 15 classrooms remain in 4 colleges • These classrooms are in serious need of replacement Instructional Technology Working Group – Recommendation #1 Focus on Technology Enhanced Learning Spaces (TELS)

• 40 projectors have been identified as lecture stations with regular problems • 65 classroom computers have been identified as needing a refresh (7+ years old); 18 -20 computers will be replaced in this round • Estimated cost to replace all classrooms with out-ofdate equipment is well over one million dollars Instructional Technology Working Group – Recommendation #1 Overall Classroom AV & Lecture Station Status

• Rooms were selected using the number of enrolled students scheduled in the room for all sessions in 2013 • This year’s proposed classrooms would upgrade half of the remaining TELS rooms • Upgrades occur in four of the five colleges that have TELS equipment • Remaining TELS rooms would be upgraded in 2015 Instructional Technology Working Group – Recommendation #1 Methodology for Selection

FUNDING ALLOCATION COLLEGE LOCATION ’ 13 ROOM ENROLLMENT EQUIIP AGE (yrs) $30, 000 ENG 9 -307 1, 119 10 $30, 000 ENG 9 -255 972 10 $30, 000 CLASS 9 -285 943 10 $30, 000 CBA 98 -C 4 -32 816 10 $30, 000 AG 2 -218 823 10 Typo in original room number $30, 000 ENG 9 -311 728 10 $30, 000 CBA 98 -C 3 -4 607 10 Option CEIS 6 -211 565 10 $70, 000 44 Projectors for classrooms identified with failing equipment $20, 000 18 -20 Classroom computers Instructional Technology Working Group – Recommendation #1 Classrooms Identified by Methodology

• FY 13/14 fund replacement of half of the Technology Enhanced Learning Spaces (TELS) this Fiscal Year with the remaining TELS classrooms to be upgraded in FY 14/15 • Designate 30% of funding for the replacement of projectors and lecture computers that have been identified by I&IT staff as failing or in need of immediate replacement • Validate room prioritization with Academic Affairs and colleges Instructional Technology Working Group – Recommendation #1 Recommendation to Upgrade of Technology Enhanced Learning Spaces (TELS)

• Actual room specific estimates are not available for the rooms identified; costs provided to the committee were general targets • Each room is different and often requires varying room construction designs and labor • Consultation with Academic Affairs and colleges needs to occur to validate room needs and availability during the summer Instructional Technology Working Group – Recommendation #1 Feedback from I&IT Instructional & Desktop Technology

QUESTIONS & RECOMMENDATION For FY 13/14 the committee recommends that half of the Technology Enhanced Learning Spaces (TELS) be funded for upgrades this year with the remaining TELS classrooms to be upgraded in FY 14/15. Funding for these seven classrooms is projected to be $210, 000 (or approximately 70% of the total available SSF funding) for FY 13/14. The committee further recommends that the remaining 30% of the funds be used for the replacement of projectors and lecture stations that have been identified by I&IT staff as failing or in need of immediate replacement. Instructional Technology Working Group – Recommendation #1 Upgrade of Technology Enhanced Learning Spaces (TELS)

Upgrade of Computers in Open & College Labs IT Governance - Instructional Technology Working Group Recommendation #2 –

• An Open Lab is the designation of common areas with computers that are available to any student at any time • A College Lab is generally considered an instructional space and is used primarily for classroom instruction and college specific use Instructional Technology Working Group – Recommendation #2 Background on Open & College Labs

• Approximately 90 areas on campus that are identified as being either an Open or College Lab • A full inventory of lab computers did not exist prior to this request for information for the committee • Replacement of computers in College and Open labs have not been maintained on a regular schedule Instructional Technology Working Group – Recommendation #2 Background on Computers in Open & College Labs

• Estimate to replace all of lab equipment 4 years and older would cost over 1. 2 million dollars encompassing a total of 55 labs and 1, 350 computers • 48 out of approximately 77 College Labs need replacement totaling over 1, 050 new computers • Almost 50% of the computers in the 10 Open Labs are older than 4 years – over 275 computers need to be replaced Instructional Technology Working Group – Recommendation #2 Background on Computers in Open & College Labs

• Designate 80% for College Labs (or $240, 000) and 20% for Open Labs ($60, 000) • Model for identifying College Labs • 50% • 30% • 20% Age of computers Number of students enrolled Size of lab - number of computers • Some labs with much older equipment may not be funded due to their smaller size and student utilization Instructional Technology Working Group – Recommendation #2 Methodology for Selection

FUNDING ALLOCATION COLLEGE LOCATION ’ 13 RM ENROLL. # PCs EQUIIP AGE Notes CBA 98 -C 4 -35 1, 081 46 6+ Correction of room number $50, 600 $34, 100 ENG 17 -2676 994 31 7+ Confirmed with college tech $50, 600 CBA 98 -C 4 -23 816 46 6+ Confirmed with college tech $39, 800 AG 45 -102 b 793 28 4+ $33, 000 ENG 17 -2670 755 30 7+ $27, 500 CLASS 5 -122 750 25 4+ College tech recommending 45 -126 based on student utilization Engineering tech staff advising 9 -409 based on student utilization Confirmed Instructional Technology Working Group – Recommendation #2 Labs Identified by Methodology

• Historically funding varied significantly for labs • Method distributes funding unevenly • Will colleges continue to fund their own lab upgrades or depend upon SSF • Configurations and costs will vary depending upon software and hardware requirements in College Labs • All computers in a College Labs must be replaced at the same time while Open Labs can have multiple models • Academic Affairs and colleges need to be consulted – locations may change Instructional Technology Working Group – Recommendation #2 Factors to Consider

QUESTIONS & RECOMMENDATION For FY 13/14 the committee recommends that funding for the replacement of lab computers be designated as 80% for College Labs (or $240, 000) and 20% for Open Labs ($60, 000). Instructional Technology Working Group – Recommendation #2 Upgrade of Computers in Open & College Labs