IMPROVING SPACE UTILIZATION
THROUGH ANALYSIS
Sherri Newcomb, VP Finance and Administration
Marc Carpentier, Finance Budget Manager
City University of New York
Queensborough Community College
Learning Outcomes
• Gain insight into software that may assist you
in understanding, analyzing, and improving
space utilization at your institution
• Develop an awareness of issues and practices
that impede space utilization
• Learn the value of standardized scheduling
and its impact on space utilization
What Is X25?
X25® is a reporting and analytical tool that produces detailed
graphical views of room utilization and provides analytic data
needed to identify interesting patterns and trends, and correct
inefficiencies in scheduling policies and space allocation.
 Event and Room
Management
 Reporting
 Optimization of
Room Assignments
 Identifying
 Analyzing
 Suggesting
What Is Needed to Use X25?
 Room data (e.g., name, location, capacity, etc.)
 Academic events (via Student Information System)
 Special events and Continuing Education events
 Audit rooms to capture features (e.g., Smart
technology, white boards, etc.)
 Collect room and feature preferences with
proposed schedules
 Add custom attributes (Room area, Controlling
Org., Building Name, Room Use Code)
Where is X25?
• Presidents
• Provosts
• Deans
• VPs of Business and
Finance
• Space and Facility
Planners
• Registrars
• You
What can X25 tell you?
•
Scheduling Fitness
–
–
–
–
–
–
–
–
•
Inventory Fitness
–
–
–
–
–
–
–
•
Class Distribution
Weekly Meeting Pattern Analysis
Class Time Distribution
Schedule Distribution
Class Mapping
Organization Mapping
Demand by Time
Organization Time-spread and Seat Utilization
Room Inventory
Room Mapping
Campus Mapping
Supply and Demand Analysis
Class Placement by Room Capacity
Class Placement by Preferences
Supply and Demand by Feature
Utilization
–
–
–
–
–
Average Room Usage
Rooms in Use by Time
Room vs. Seat Utilization
Room Supply vs. Actual Placement
Seat Utilization Analysis
What can X25 tell you?
•
Scheduling Fitness
–
–
–
–
–
–
–
–
•
Inventory Fitness
–
–
–
–
–
–
–
•
Class Distribution
Weekly Meeting Pattern Analysis
Class Time Distribution
Schedule Distribution
Class Mapping
Organization Mapping
Demand by Time
Organization Time-spread and Seat Utilization
Room Inventory
Room Mapping
Campus Mapping
Supply and Demand Analysis
Class Placement by Room Capacity
Class Placement by Preferences
Supply and Demand by Feature
Utilization
–
–
–
–
–
Average Room Usage
Rooms in Use by Time
Room vs. Seat Utilization
Room Supply vs. Actual Placement
Seat Utilization Analysis
Study Parameters
•
•
•
•
Fall 2010 Academic Semester
Does not include Continuing Ed & Special Events
Focuses on Classrooms and Labs
Primarily focuses on Days: Mon – Fri, 7AM – 6PM
(when the majority of classes are held)
• Examines the impact of evenings 6PM – 11PM and
weekends
• Result confirmation using Spring 2011 & 2012
Fall 2010 Schedule
Spaces (Supply)
This analysis includes all rooms/spaces that were categorized as classrooms or labs; and
any space that was used to hold a class or lab section regardless of its categorization.
228 Total Rooms
(7,616 seats)
105 Classrooms
91 Labs
32 Other Rooms
(3,829 seats)
(2,090 seats)
(1,697 seats)
Fall 2010 Schedule
Events (Demand)
This analysis includes all credited sections/events that were categorized as academic
class or lab sections, except those that did not require space assignments on campus.
•
2,854 Total Events
–
–
–
–
–
1,443 sections held in classrooms (M-F days)
554 sections held in labs (M-F days)
253 sections placed in spaces not categorized as classrooms/labs (M-F days)
453 evening sections
99 weekend sections
Organizations (Space Controllers & Users)
This analysis includes 40 Organizations, mainly consisting of Academic departments,
and seven organizations that controlled spaces that were used for academic events.
Classrooms
Weekdays
Mon-Fri
7am-6pm
ROOM DEMAND
EXCEEDS ROOM SUPPLY
ROOM SUPPLY EXCEEDS
ROOM DEMAND
Examining the Mix of Rooms
22%
71%
77%
29%
1%
0%
The data shows that 22% of Queensborough’s rooms have 30 or fewer seats.
Actual class enrollments of 30 or fewer students represents 71% of all classes.
Conversely, 77% of the capacity is between 31 and 50 seats.
Only 29% of the class sections have enrollments of that size.
Conclusion
• The mix of room sizes do not match the mix
of section enrollment sizes
– Need more rooms of 30 or less seats
– Need less rooms of 30 or more seats
28%
58%
57%
48%
63%
Demand
Exceeds
Supply
Conclusion
• The mix of room sizes do not match the mix of
section enrollment sizes
• Room utilization is not driven by space need
– Technology may be a factor
– Departmental classroom preferences
– Departmental ownership of the classroom
Classroom Mapping
Days
7AM-6PM
All Classrooms
By Capacity Breakpoint
Sized by Capacity
Shaded by Room Util %
41-50
51-60
0-20
31-40
21-30
Classroom Mapping
Eves
6PM-11PM
41-50
51-60
0-20
31-40
21-30
Classroom Mapping
Weekends
7AM-11PM
41-50
51-60
0-20
31-40
21-30
Conclusion
• The mix of room sizes do not match the mix of
section enrollment sizes
• Room utilization is not driven by space need
• Evenings and weekends present scheduling
opportunities
Labs
Weekdays
Mon-Fri
7am-6pm
Classes vs. Labs
All Days
7am – 11pm
CLASSROOMS VS. LABS
Classrooms make
up 65% of our room
capacity
Classrooms
Labs
CLASSROOMS VS. LABS
Although only 35%
of our capacity, labs
make up 61% of our
physical real estate
Classrooms
Labs
CLASSROOMS VS. LABS
Labs have less than
50% the utilization
of classrooms
37%
19%
Classrooms
Labs
Conclusion
• The mix of room sizes do not match the mix of
section enrollment sizes
• Room utilization is not driven by space need
• Evenings and weekends present scheduling
opportunities
• Review labs for associated classroom
instruction in labs when feasible
ALL LABS
All Labs
By Controlling Org
Sized by Capacity
Shaded by Room Util %
Department A
Department B
Department A
S-317
S-319
S-416
S-316
S-318
T-01C
S-314
S-321
T-01
T-02
Department A: Supply and Demand Analysis
Department A: Room vs. Seat Utilization
Department A
S-317
S-319
S-416
S-316
S-318
T-01C
S-314
S-321
T-01
T-02
Room ID
Sq. Ft.
Controlling
Org.
Room Type
Shaded by Room
Utilization %
S314
S316
S317
S318
S321
S319
S309A
PH
210
S309
PH
210
S311
PH
110
S312
BE
110
S313
PH
110
S314
DA
210
S316
DA
210
S308
PH
210
S317
DA
210
S307
PH
210
S318
DA
210
S306
PH
210
S305
PH
210
S333
PH
210
S329
MA
210
S324
PH
210
S323
MA
110
S322
MA
110
S321
DA
210
S319
DA
210
DEPT A: ASSIGNED LABS IN SCIENCE BLDG
S314
S316
S317
S318
S416
(Fourth Floor)
S321
S319
Department A: Room Supply vs. Actual Placement
DRAFTING
LAB
MACHINE
SHOP
DRAFTING
LAB
COMPUTER
LAB
METALLURGY COMPUTER
LAB
LAB
COMPUTER
LAB
STRENGTH COMPUTER
DRAFTING
OF
MATERIALS
LAB
LAB
LAB
Department A: Rooms in Use by Time
DRAFTING LABS
COMPUTER LABS
Room Description
MONDAY
Room Cap.
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
Manual Drafting Room
S416
28
1
8-9AM
1
1
1
1
1
9-10AM
1
1
10-11AM
1
1
11-12PM
1
1
1
1
12-1PM
1
1
1
1
1
1-2PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
2-3PM
1
1
1
1
1
3-4PM
1
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
6-7PM
1
1
1
1
1
7-8PM
1
1
1
1
1
8-9PM
1
1
1
1
1
9-10PM
1
1
1
1
1
10-11PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
10-11PM
1
1
1
1
1
TUESDAY
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
8-9AM
1
1
1
1
1
9-10AM
1
1
10-11AM
1
1
12-1PM
1
1
1-2PM
1
1
1
1
11-12PM
1
1
1
1
1
1
1
Manual Drafting Room
S416
28
1
1
3-4PM
1
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
6-7PM
1
7-8PM
1
8-9PM
1
1
1
2-3PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
9-10PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
8-9AM
1
1
1
1
1
9-10AM
1
1
10-11AM
1
1
11-12PM
1
1
1
1
12-1PM
1
1
1
1
1
1-2PM
1
1
1
1
1
2-3PM
1
1
1
1
1
3-4PM
1
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
6-7PM
1
1
1
1
1
7-8PM
1
1
1
1
1
8-9PM
1
1
1
1
1
9-10PM
1
1
1
1
1
10-11PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
10-11PM
1
1
1
1
1
WEDNESDAY
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
Manual Drafting Room
S416
28
1
1
1
1
1
1
1
1
8-9AM
1
1
1
1
1
9-10AM
1
1
10-11AM
1
1
12-1PM
1
1
1-2PM
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
8-9PM
1
1
1
3-4PM
1
1
1
1
1
7-8PM
1
1
1
2-3PM
1
1
1
1
1
6-7PM
1
1
1
11-12PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
9-10PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
THURSDAY
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
Manual Drafting Room
S416
28
1
FRIDAY
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
8-9AM
1
1
1
1
1
9-10AM
1
1
1
1
1
10-11AM
1
1
1
1
1
11-12PM
1
1
1
1
1
12-1PM
1
1
1
1
1
1-2PM
1
1
1
1
1
Manual Drafting Room
S416
28
1
1
1
1
1
1
1
2-3PM
1
1
1
1
1
3-4PM
1
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
6-7PM
1
1
1
1
1
7-8PM
1
1
1
1
1
8-9PM
1
1
1
1
1
9-10PM
1
1
1
1
1
10-11PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
SATURDAY
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
8-9AM
1
1
1
1
1
9-10AM
1
1
1
1
1
10-11AM
1
1
1
1
1
11-12PM
1
1
1
1
1
12-1PM
1
1
1
1
1
1-2PM
1
1
1
1
1
Manual Drafting Room
S416
28
1
1
1
1
1
1
1
2-3PM
1
1
1
1
1
3-4PM
1
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
6-7PM
1
1
1
1
1
7-8PM
1
1
1
1
1
8-9PM
1
1
1
1
1
9-10PM
1
1
1
1
1
10-11PM
1
1
1
1
1
1
1
1
1
1
1
1
1
1
4-5PM
1
1
1
1
1
5-6PM
1
1
1
1
1
6-7PM
1
1
1
1
1
7-8PM
1
1
1
1
1
8-9PM
1
1
1
1
1
9-10PM
1
1
1
1
1
10-11PM
1
1
1
1
1
1
1
1
1
1
1
1
SUNDAY
General CAD Lab
Mechanical CAD Lab
CAD Lab
Manual Drafting Room
Manual Drafting Room
S316
S317
S318
S319
S321
21
22
28
29
19
7-8AM
1
1
1
1
1
8-9AM
1
1
1
1
1
9-10AM
1
1
1
1
1
10-11AM
1
1
1
1
1
11-12PM
1
1
1
1
1
12-1PM
1
1
1
1
1
1-2PM
1
1
1
1
1
2-3PM
1
1
1
1
1
3-4PM
1
1
1
1
1
Manual Drafting Room
S416
28
1
1
1
1
1
1
1
1
1
Combination CAD Lab/Drafting Room
DEPT A: ASSIGNED LABS IN SCIENCE BLDG
S314
S316
Add CH
Lab
S317
S318
S416
(Fourth Floor)
Convert to 2
Classrooms
S321
Convert to
Classroom
S319
Convert to
Dept. A Offices
Department A Schedule
Department A Schedule
Department A Revised Schedule
+8%
+28%
+8%
+28%
+1
+2
+1
+2
Total of 4,531 Sq. Ft. :
Increase in Lab Utilization
Additional Lab Days Released
BEFORE
AFTER
6 Labs
3 Labs (incl. 1 New CH Lab)
0 Classrooms
3 Classrooms
Much Needed Swing Space
Conclusion
• The mix of room sizes do not match the mix of section
enrollment sizes
• Room utilization is not driven by space need
• Evenings and weekends present scheduling
opportunities
• Review labs for associated classroom instruction in labs
when feasible
• Use dual functioning furniture to increase room
utilization
• Review the utilization of labs for possible
consolidation and conversion into classrooms
ALL LABS
Department B
Department B
M-358
M-333
M-343
M-340
M-357
M-356
M-362
M-362B
M-345
Department B: Room Supply vs. Actual Placement
Only 2 labs are showing
academic scheduling
M340
DB
210
M361
DB
210
M362
DB
210
M323
DB
210
M358
DB
210
M357
DB
210
M342
DB
210
M345
DB
210
M343
DB
210
M333
DB
210
M332
GE
110
M362B
DB
210
LAB M345 2 Labs
LAB M333
(Anchor Lab)1 Lecture Hall(Resource Center)
Department B Schedule
Mon
TUE
WED
THU
FRI
7
8
9
10
11
12
1
2
3
4
5
7
8
9
10
11
12
1
2
3
4
5
7
8
9
10
11
12
1
2
3
4
5
7
8
9
10
11
12
1
2
3
4
5
7
8
9
10
11
12
1
2
3
4
5
AM
AM
AM
AM
AM
PM
PM
PM
PM
PM
PM
AM
AM
AM
AM
AM
PM
PM
PM
PM
PM
PM
AM
AM
AM
AM
AM
PM
PM
PM
PM
PM
PM
AM
AM
AM
AM
AM
PM
PM
PM
PM
PM
PM
AM
AM
AM
AM
AM
PM
PM
PM
PM
PM
PM
LECTURE
LECTURE
LECTURE
LECTURE
LECTURE
LECTURE
LECTURE
LECTURE
LAB
LAB
LECTURE
LECTURE
LAB
LAB
LECTURE
LECTURE
LAB
LAB
LECTURE
LECTURE
LECTURE
LECTURE
LAB
LAB
Off Campus
Off Campus
Off Campus
LECTURE
LECTURE
LECTURE
LECTURE
Off Campus
UTILIZATION
Department
IN ALL LECTURE
B: Room
HALLS
vs. Seat
USEDUtilization
BY DEPARTMENT B
LECTURE HALLS ASSIGNED
TO DEPARTMENT B
New Dept B Study Room
LargeClassroom
New
Room used(30
asSeats)
Study Room
M340
DB
210
M361
DB
210
M362
DB
210
M342 M343
REG DB
110
210
M323
DB
210
M358
DB
210
M357
DB
210
M345
DB
210
M344A
DB
110
M344
DB
120
M344B
REG
110
M343
DB
215
M333
DB
210
M332
GE
110
M362B
DB
210
Total of 1,620 Sq. Ft. :
CURRENT
AFTER
GAIN
103 Seat Lecture
Hall 2 Rooms
2 Rooms
4 Rooms
2
Lecture
Halls
(40
42% Seat Utilization& 63 seats)
103 Seats
133 Seats
30 Seats
Computer Labs
C BUILDING
SCIENCE BUILDING
HUMANITIES BUILDING
TECHNOLOGY BUILDING
ADMINISTRATION BUILDING
LIBRARY BUILDING
Grand Total
Count
1
7
13
5
2
1
29
Avg. Room Util. %
22
23
32
32
50
50
31
Avg. Seat Util. %
97
61
87
78
91
73
79
Department C is assigned 11 of the 13
computer labs in the Humanities Building
H449
DC
210
Target
Labs
H445
DC
210
H444
DC
210
H443
DC
210
Department C
Computer Lab Fall 2010 Schedule
Mon
7:00 AM 8:00 AM 9:00 AM 10:00 AM 11:00 AM 12:00 PM
A308
A416
H339
H340
H344
H406
H443
H444
H445
H449
H453
23
24
24
24
24
24
24
20
20
20
20
1:00 PM
2:00 PM
3:00 PM
4:00 PM 5:00 PM
Department C
Computer Lab Spring 2012 Schedule
Department C Computer Labs
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY
SUNDAY
Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization %
BEFORE
BEFORE
BEFORE
BEFORE
BEFORE
BEFORE
BEFORE
A308
A416
50%
25%
63%
38%
50%
25%
63%
38%
0%
25%
25%
0%
0%
0%
H339
H340
H344
H406
63%
75%
44%
69%
44%
25%
38%
0%
63%
75%
44%
50%
44%
25%
38%
19%
25%
31%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
H443
38%
25%
38%
13%
0%
0%
0%
H444
38%
25%
38%
25%
0%
0%
0%
H445
0%
0%
0%
0%
0%
0%
0%
H449
H453
Total
38%
25%
42%
38%
63%
32%
38%
25%
40%
38%
38%
31%
13%
0%
9%
0%
0%
2%
0%
0%
0%
w/out
Empty
Rms
46%
40%
44%
34%
23%
25%
n/a
No of
Empty
Rooms
1
2
1
1
7
10
11
Department C Computer Labs
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY
SUNDAY
Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization %
BEFORE
BEFORE
BEFORE
BEFORE
BEFORE
BEFORE
BEFORE
A308
A416
50%
25%
63%
38%
50%
25%
63%
38%
0%
25%
25%
0%
0%
0%
H339
H340
H344
H406
63%
75%
44%
69%
44%
25%
38%
0%
63%
75%
44%
50%
44%
25%
38%
19%
25%
31%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
H443
38%
25%
38%
13%
0%
0%
0%
H444
38%
25%
38%
25%
0%
0%
0%
H445
0%
0%
0%
0%
0%
0%
0%
H449
H453
Total
38%
25%
42%
38%
63%
32%
38%
25%
40%
38%
38%
31%
13%
0%
9%
0%
0%
2%
0%
0%
0%
w/out
Empty
Rms
46%
40%
44%
34%
23%
25%
n/a
No of
Empty
Rooms
1
2
1
1
7
10
11
Department C Computer Labs
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY
SUNDAY
Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization % Room Utilization %
AFTER
AFTER
AFTER
AFTER
AFTER
AFTER
AFTER
A308
A416
63%
44%
63%
38%
63%
44%
63%
38%
0%
25%
25%
0%
0%
0%
H339
H340
H344
H406
63%
75%
75%
81%
56%
63%
38%
38%
63%
75%
75%
63%
56%
50%
38%
31%
25%
31%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
H443
0%
0%
0%
0%
0%
0%
0%
H444
0%
0%
0%
0%
0%
0%
0%
H445
0%
0%
0%
0%
0%
0%
0%
H449
H453
Total
0%
63%
42%
0%
63%
32%
0%
63%
40%
0%
63%
31%
0%
13%
9%
0%
0%
2%
0%
0%
0%
w/out
Empty
Rms
+20%
+11%
+19%
66%
51%
63%
48%
No of
Empty
Rooms
+3
+2
+3
+3
4
4
4
+15% Increase in Lab Utilization
4
23%
25%
n/a
Additional Lab Days Released
7
10
11
Released
Labs
431 Sq. Ft.
431 Sq. Ft.
ClassroomS-449Classroom
860 Sq.855
Ft. DC
Sq. 860
Ft. Sq. Ft.
40 Seats
20210
Seats40 Seats
Total of 5,162 Sq. Ft. :
Classroom
S-445
860DC
Sq. Ft.
Ft.
862
Sq.
40
Seats
24210
Seats
Classroom
Classroom
S-444 Classroom S-443
860
Sq.
Ft.
860
8601,294
Sq.DC
Ft.
Sq. Ft.
1,289DC
Sq.Sq.
Ft. Ft.
40 Seats
40 Seats
20210
Seats 40 Seats 24210
Seats
CURRENT
PLAN
GAIN
4 PC Labs
6 Classrooms
2 Rooms
88 Seats
240 Seats
152 Seats
Scheduling
All Days
Mon-Sun
7am-11pm
Current Scheduling Policy
DEPARTMENTS
• Submit their schedule of classes using their assigned rooms.
• Advised to make maximum use of the classroom space and cautioned that
requests for additional room space for day classes may not be met.
• Given full discretion as to when and how they schedule their sections with
their assigned rooms.
• Must use the academic calendar, schedule classes that meet minimum minute
requirements and current college scheduling patterns to schedule their
classes. (For example, all classes after 11am must start at 10 minutes after the
hour.)
REGISTRAR
• Works with departmental sections that are missing room allocations, assigning
any unallocated departmental rooms to departments that need space and do
not have space within their assigned rooms.
• Assigns rooms that are assigned to the registrar’s office to meet departmental
needs.
• Works with Departments (after initial scheduling) to identify open space
within the submitted schedules if additional space is needed.
• Enters them into the student information system (CUNYfirst).
33 Patterns
All Others
9 Patterns
All Others
Start on half or three-quarter hour
Start on the hour
Start on 10 min after the hour
4 Start Times
23 Different Durations
9 End Times
Height == =No.
Duration
of meetings
block (e.g., 50 min)
Shading
Total
enrollment
Width
of class
Using Standard Schedules
• What is a Standard Schedule?
– A set of Start Time, End Time, and Day(s) of Week combinations
that represent the preferred class scheduling policy on a campus
• Objectives:
– Provide sufficient classroom resources to meet instructional
requirements
– Maximize student scheduling options by employing standard
class meeting patterns and encouraging more even distribution
of classes throughout the week
– Apply scheduling practices in a consistent and equitable manner
– Achieve optimum classroom utilization
83
Sample Standard
Schedule
The standard class periods for a
typical three-credit course are
shown in the box on the right.
In order to minimize schedule
conflicts for students, and to
achieve maximum and equitable
use of the buildings and facilities
of the campus, it is necessary that
the overwhelming number of
classes conform to the start and
end times indicated here.
*The Mon-Wed afternoon option is not available at any start time before 1:50pm
Standardized Schedule Guidelines
•
Standard Meeting Times and Patterns
– A basic schedule includes 50-minute daytime classes three days a week (Mon-WedFri) and 75 minute daytime classes twice a week (Tue-Thu).
– Non-standard sections should be offered in multiples of 50 and 75 minutes to avoid
end times that preclude students from registering for courses that may follow the
non-standard sections
– All classes should follow the established Standard Meeting Times and Patterns.
– All classes, regardless of length, should begin at the official starting times
– Approvals for deviation from the scheduled time patterns should be made on a
case-by-case basis
•
Distribution of Courses
– Daytime classes should be balanced equally over the hours of 8:00 AM to 5:00 PM.
– No more than 20% of a Department’s course sections should be scheduled in any
one hour.
– 60/40/20 Rule: No more than 60% of class meeting times should be scheduled in
prime time and with at least 20% of Class meetings scheduled on Friday.
85
Using Schedule Priorities to Enforce Policy
• Classes that meet using standard time patterns should be given priority
over those using non-standard meeting patterns.
• Initial classrooms assignments should be made based on projected
enrollment being equal to or greater than 80% of the room capacity.
• Requests that underutilize space should be scheduled after other
scheduling needs have been met.
• Large classes should be scheduled before small ones
• Required Secondary Class Sections should be scheduled before optional
Secondary Class Sections
• Schedules that vary greatly from the 60/40/20 prime time balance should
be returned for adjustment.
• Classes that don’t meeting 80% of room capacity should be moved to a
smaller room with equivalent media, if available.
• Classes with specialized pedagogical design should be given appropriate
consideration.
• Classes scheduled after scheduling deadlines have passed should be
assigned classrooms on a space-available basis.
86
Use X25 to enforce
scheduling policy
before schedules
are finalized
89
Conclusion
• The mix of room sizes do not match the mix of section
enrollment sizes
• Room utilization is not driven by space need
• Evenings and weekends present scheduling opportunities
• Review labs for associated classroom instruction in labs
when feasible
• Review the utilization of labs for possible consolidation and
conversion into classrooms
• Use dual functioning furniture to increase room utilization
• Develop and enforce a standardized schedule to improve
room utilization, and student schedule options
Club Hours
Wednesdays
1:10pm – 3:00PM
Mon, Tue, Thu, Fri
1:10PM – 3:00PM
Club Hours
Wed 1:10PM – 3:00PM
Mon, Tue, Thu, Fri
3PM – 4PM
After Club Hours
Wed 3PM – 4PM
Conclusion
• The mix of room sizes do not match the mix of section
enrollment sizes
• Room utilization is not driven by space need
• Evenings and weekends present scheduling opportunities
• Review labs for associated classroom instruction in labs
when feasible
• Review the utilization of labs for possible consolidation and
conversion into classrooms
• Use dual functioning furniture to increase room utilization
• Develop and enforce a standardized schedule to improve room
utilization, and student schedule options
• The designated “Club Hours” is negatively affecting space
utilization
Total Square Feet Reclaimed
Department A:
Department B:
Department C:
Department D:
Total:
4,531 Sq. Ft.
1,620 Sq. Ft.
5,162 Sq. Ft.
686 Sq. Ft.
11,999 Sq. Ft.
Update
•
•
As of today, we’ve captured 30 individual spaces totaling 17,000 sq. ft.
This has given us space to:
– Convert 6 underutilized labs into general use classrooms
– Create 3 entirely new classrooms
– Space for new kitchen/swing space
– New Nursing study space
– New Math computer classroom
– Office space for 31 new FT faculty (17 now occupied)
– New ID card office space
– Administrative office and required space for 21st Century grant program
– 3 classrooms and office space for CUNYStart
– Base on the most recent available bid prices per sq. ft. for NYC high school
construction, the approx. cost to build 17,000 sq. ft. of space would be about
$7.8 Million