Memorandum

TO:  Academic Department Administrators
FROM:  Renee Houser and Char Maher, Office of the Registrar, Classroom Scheduling
SENT:  Tuesday, August 30, 2016 1:43 pm
SUBJECT: Reminder: Fall 2016 Instructional Facilities Utilization Report

As a reminder, the Fall 2016 Instructional Facilities Governance Report data analysis of course offerings is upon us. The Office of the Registrar needs your assistance in verification of the course data in order to fulfill our yearly obligation to the Board of Regents. Your help is crucial to our overall purpose to provide accurate, sound statistics for future campus master space planning of teaching and learning spaces. Therefore, this space verification process is important to your department, your college and our university as a whole.

The detailed steps to complete the course offerings review can be found on the Office of the Registrar's website at http://registrar.uiowa.edu/instructional-facilities-governance-report.

Those individuals assigned to the Academic Department Administrators (ADA) role have adequate permissions for this review and update process. Please note, more than one ADA in the same department may have received this memorandum due to this shared role so coordination may be required.

Please review and complete required modifications by Thursday, Sept. 1, 2016 at 5:00 pm.

Because this report is focused on space utilization it is important that all on-campus sections indicate actual meeting times and locations in order to receive the appropriate usage values of the classrooms or laboratories in use. These figures play a part in future decision making for your department. However, it is understood that many departments do not know where or when a section might be offered at the time of session replication or at initial scheduling. Therefore, "ARR" can be used as an initial designation for sections not housed in General Assignment Classrooms. However, for the purposes of the Instructional Facilities Governance Report at hand we strongly encourage you return to the MAUI Offerings Planner to update the following section information that may be in error or left incomplete at an earlier date: registration status, start and end time, days met, room, building, overall session dates, and time and location dates, if applicable. Further, sections with zero enrollment or in pending status should be cancelled due to the negative effect on the report. Sections involving web courses, Independent Study, off-campus (off-site), honors projects, thesis, dissertations, reading tutorials or research do not require further verification. Also any section assigned to a classroom or laboratory for less than five individual meeting dates per session is exempt and therefore does not require adjustment from "ARR". The MAUI Proof Copy report is available for aid in the verification process. After September 1, any section with incomplete information or noted as "ARR" will not be counted nor ultimately reported to the Board of Regents for utilization purposes. Your departmental utilization figures could significantly decrease as a result.

The Office of the Registrar will provide MAUI training to reduce the challenges in input that may arise due to some curriculum complexities. You can request training assistance at reg-maui-support@uiowa.edu. Also, the Planner Help link is available for reference.

The benefit of the MAUI modifications is that more accurate information is replicated each subsequent like-semester. Thus, spending the time now will make data collection and reporting for the departments and the Office of the Registrar that much easier in the future. Additionally, the students will reap the benefits of this process as well due to the deliberate shift away from vague time and location commitments reported in ISIS.

The Office of the Registrar is willing to meet with any department for further clarification or assistance. Please don't hesitate to contact us at Renee Houser or Char Maher.

Thank you in advance for your cooperation.