SCHEV Space Utilization Study: The Data Collection Process

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SCHEV Space Utilization StudyThe Data
Collection Process

• Chuck DeHart, Assistant Director
• Institutional Research
• James Madison University
• May 2006

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SCHEV Space Utilization Study

• What is SCHEV?
• What is the SCHEV Space Utilization Study?
• What are the critical elements of the study?
• How to check the data?
• Fall 2006 schedule for working with the data?

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About SCHEV

• The State Council of Higher Education for
  Virginia
• Coordinate Higher Education
• Program approval
• Budget and policy recommendations
• Collect lots of data to make decisions
• Anything else they need to do.

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About the utilization data and SCHEV study

• SCHEV studies classroom and class laboratory
  utilization every other year (Fall term).
• Meeting minimum utilization standards is an
  important hurdle in the process for approving
  new construction of academic buildings.
• SCHEV is free to use the data however they need
  to answer other policy questions.
• Institutional Research (IR) studies classroom
  utilization every year in the fall.
• IRs Space Utilization web site displays the
  study results and data for checking.

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SCHEV Space Utilization Study Data
PeopleSoft Student System Class Meeting Pattern
Data
SCHEV Utilization Data
SCHEV Facilities Inventory Data
Class and Facilities Data Joined to Measure
Utilization of Classrooms and Class
Laboratories Results influence new construction
of academic buildings! Data may be used for
anything else SCHEV needs to know.
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SCHEV Space Utilization Data

• Class section data with meeting patterns from
• Fall only
• On-campus (rooms in JMUs SCHEV Facilities
  Inventory)
• Regular session and first block (no double
  counting)
• Focus on Classrooms and Class Laboratories
• Other facilities used for instruction are also
  important to know, but we realize there are
  limitations.

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Critical Elements of Class Meeting Pattern Data

• For each Meeting Pattern record
• Facility ID
• Is there a Facility ID in PeopleSoft SA?
• Are the rooms shown in the utilization analysis
  really classrooms or class laboratories?
• Are there any classrooms or class laboratories
  missing in the utilization analysis?
• Did a department relocation change how a room is
  used?
• Days of the Week
• Records with TBAs cannot be included in the
  analysis.
• Start time and End time
• Invalid or missing values cannot be included in
  the analysis.

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Are the data correct and complete?

• Situations that are hard to fit into the data
• Special topics classes where students are
  dispersed to different faculty and meeting
  places.
• Class schedule is used to reserve room for extra
  help for a specific class or weekend labs.
• Other?
• Records with incomplete data cannot be used in
  the analysis.
• Focus on classrooms and class labs.
• Give your best estimate.
• Contact IR if you need help.

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When is this going to happen?

• Plans for Fall 2006
• In early September, a preliminary first run on
  the data will be made and results posted to the
  IR Utilization web page for checking. The focus
  of this run will be to make sure that classrooms
  and class labs are accurate in the facilities
  inventory. It should also be used for updating
  critical meeting pattern elements in PeopleSoft
  SA.
• In early October, a second run on the data will
  be made and results will be posted to the
  utilization web site. The focus will be to see
  that as much data is complete and accurate as
  possible. This process should be complete by
  November 1.
• In early November, the final run will be made and
  data sent to SCHEV. Results will be posted to the
  utilization web site.
• This schedule is based on past SCHEV reporting
  schedules. IR will put out the word if it changes.

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IR Web Resources

• Institutional Research Home Page To find links.
• http//www.jmu.edu/instresrch/index.shtml
• Facilities Inventory Search Page To check the
  official room use classifications or find square
  footage and seating capacity.
• http//web.jmu.edu/oir_admin/invent/inv_srch.asp
• Space Utilization Home Page To check building,
  classroom and class lab utilization measures and
  data.
• http//web.jmu.edu/oir_admin/utiliz/util_home.asp

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Thanks for your help with the Utilization Data

• Contacts for Utilization Questions
• Office of the Registrar
• Jill Card cardjv_at_jmu.edu
• PeopleSoft SA
• Institutional Research
• Chuck DeHart dehartcg_at_jmu.edu
• Especially for questions regarding the
  utilization data collection process and the
  utilization web site.
• Rosemary Brenner brennero_at_jmu.edu
• Especially for questions regarding room use
  classifications (e.g. classroom, class lab, open
  lab, faculty office, etc.).