IT Governance Executive Committee January 31, 2014 Meeting

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

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

3. Working Group Guiding Principles Instructional Technology Working Group – Recommendation #1 • 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a high demand for AV equipment will be prioritized for basic presentation technology • Classrooms that have existing outdated/poorly functioning technology that significantly impacts instruction will be prioritized for upgrade of basic presentation technology • Every attempt will be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

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

5. Proposed Strategy for Upgrade of Learning Spaces 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

6. Focus on Technology Enhanced Learning Spaces (TELS) Instructional Technology Working Group – Recommendation #1 • TELSclassrooms 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

7. Overall Classroom AV & Lecture Station Status Instructional Technology Working Group – Recommendation #1 • 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-of-date equipment is well over one million dollars

8. Methodology for Selection Instructional Technology Working Group – Recommendation #1 • 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

9. Classrooms Identified by Methodology Instructional Technology Working Group – Recommendation #1

10. Recommendation to Upgrade of Technology Enhanced Learning Spaces (TELS) Instructional Technology Working Group – Recommendation #1 • 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

11. Feedback from I&IT Instructional & Desktop Technology Instructional Technology Working Group – Recommendation #1 • 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

12. QUESTIONS & RECOMMENDATION Upgrade of Technology Enhanced Learning Spaces (TELS) Instructional Technology Working Group – Recommendation #1 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.

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

14. Background on Open & College Labs 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

15. Background on Computers in Open & College Labs Instructional Technology Working Group – Recommendation #2 • 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

16. Background on Computers in Open & College Labs Instructional Technology Working Group – Recommendation #2 • 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

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

18. Labs Identified by Methodology Instructional Technology Working Group – Recommendation #2

19. Factors to Consider Instructional Technology Working Group – Recommendation #2 • 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

20. QUESTIONS & RECOMMENDATION Upgrade of Computers in Open & College Labs Instructional Technology Working Group – Recommendation #2 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).