CONTENTS
Introduction
The Current Situation
The Issues
The Strategic Context
Acknowledgements
Case Studies
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Towards A Strategy For Central Teaching Space
3 The Issues
It has been said that the aim of the university strategy for the development
and maintenance of central teaching space is to ensure provision of spaces that
are fit for the purpose. The strategy is linked with the university mission and
other strategic planning issues in the university including its Estates,
Teaching and Learning, and Information Strategies.
There are some broad and recurrent planning objectives:
- the need to anticipate future needs for central teaching space - with
realistic planning horizons;
- to decide what levels of maintenance and support services will be required;
- to decide how these needs can be met within known resource and other
constraints;
- to arrange to implement plans to meet these needs;
- to repeat the process in a rolling programme of building/refurbishment and
service review.
These broad objectives throw up a number of related (and recurrent) issues and
questions:
- university teaching spaces now - what type are they? Who uses them? What's
wrong/right? What do they cost?
- university teaching spaces in the future - who needs them? What do they
need? Where are they? How much will it cost?
- Setting standards of accommodation and facilities - what are they now?
What should they be? What do they/would they cost?
- Setting standards of support services - what are they now? What should
they be? What are/would be the management issues? What do they/would they cost?
- Strategic framework - where are you going? Where do you start? What are
the priorities? Who does what? How do you fund it? How do you know when you've
got there?
3.1 University teaching space now
The breakdown of central teaching space at Leeds, according to type, is
broadly 65% raked floors and 35% flat floors. The total number of `centrally
controlled ' rooms is 49, and this space provides over 4,500 seat places. There
is a total 358 `non-central' rooms listed as teaching spaces (providing an
estimated 11,500 seat places), of which only a small proportion have raked
floors, and their nature is more normally seminar/tutorial type space than
provision for lectures. This excludes `specialised' teaching space such as
laboratories, workshops and so on. Preliminary research is indicating that
there is felt to be a shortage of medium size, flat teaching spaces. In terms
of floor area given over for teaching space, the least area is occupied by
central teaching space (at around 5,000 sq. m), with other (departmental)
teaching space taking up approximately 15,600 sq.m of floor space.
The condition of most central teaching space is now satisfactory, though
pockets remain of space that is below standard. This is also the case in some
departments. In order to qualify for inclusion in the (centrally funded)
refurbishment programme, it has been agreed that any `departmental' teaching
space should meet the following criteria:
- the central booking system: the departmental space(s) should be
booked through it;
- the general availability of the space(s) to users outside the
department through the central booking system: a general availability to
non-departmental users of 50% during normal teaching hours is the benchmark;
- frequency of use: the utilisation rates for the rooms should
reflect those of the central lecture theatres, where the average frequency of
use is around 60%;
- the need for it: a positive view on the likely demand for the type
and location of the space in question - some spaces are more fitted to general
use than others;
- standards: the rooms should be capable of being brought
economically up to the minimum agreed standards of facilities and
equipment.
It has also been decided that a view should be formed as to the `affordability'
of any proposals in the context of the budgets available and whether part or
matching funding is available from any source.
Much information is available about existing spaces, but further work is being
undertaken to pull these data together and to arrange for collection, analysis
and interpretation to be more routine over the longer term. It will also be
important to gather a wider range of information, for example on the quality of
existing space and the frequency of its use. Clearly, it would be a waste of
money to improve poor quality space that is little used, unless it can be
determined for example, that its poor condition is the reason for low
utilisation. Reliable information on quality and utilisation is, therefore,
needed to support the decision to improve. The collection, maintenance and
analysis of a wide range of data on space will be essential if a strategy for
development is going to be successful. A comprehensive rolling survey of
university teaching space is planned which will gather information on all
aspects of its condition, use and availability.
3.2 University teaching space in the future
As the need to teach large student cohorts in a modular environment becomes
commoner, there is the view that there is an increasing requirement for two
particular kinds of teaching space:
- large group (lecture) spaces for 500 plus and
- `flexible' small to medium spaces for 10 to 30.
As class sizes grow, it is becoming more usual for teachers to use a variety of
classroom methods. This can include using new AV technology such as large
screen data projection, as well as linking together (with television), medium
size theatres to produce `virtual' large ones. There is also a growing need by
some teachers, to divide large classes into smaller groups (such as `buzz'
groups). For example, it is expected that large, flat, teaching spaces will be
furnished with lightweight tables and chairs, which can be moved around easily.
This would support the use of the space by teachers who may require a large
`lecture' environment for part of the timetable period and then its
reconfiguration into a syndicate or `buzz' group layout. Connection to the
university network is also expected to be a universal requirement.
The technology needed to support classroom teaching increases in scale and
complexity. Until only a few years ago, all that a lecture room needed was some
seats for the students (facing the front and supplied with a writing surface),
and a blackboard and a lectern or table for the teacher. (The laboratory
scientists also required facilities for small-scale experiments and
demonstrations). Then came the overhead projector, the slide projector and the
return of TV with the video player. Now there is the computer and networks and
related display tools. The black (chalk) board is being supplemented, and in
some areas replaced, by the white (marker) board. From having a next to zero
maintenance cost, the teaching room is becoming not only costly to equip, but
costly to run and maintain, including escalating the costs of security.
As technology develops, it is having an impact on the type of space needed for
teaching and learning. For example, CBL/multimedia is developing - if always
more slowly than the enthusiasts predict. There could be a major strategic
question here relevant to forecasting likely need for types of teaching space
in this respect. The question is - will the requirements of the multimedia
computer displace more traditional teaching spaces, or remain an adjunct with
no significant impact on the design and supply of teaching space? For example,
would the design of learning spaces for a new learning centre (probably with
lots of multimedia technology) affect directly the planning for and design of
other teaching and learning spaces programmed for refurbishment? This
university has invested in a number of learning areas such as the Learning
Centre and computer clusters, and it might be appropriate to consider at an
early stage whether the management of these resources should be undertaken
alongside the management of central teaching space. As the university moves to
the millennium, it may be that it wishes to constrain the creation of degree
programmes to suit the timetable and the accommodation available, or specialize
in a smaller range of teaching methods to reduce the impact of new programmes
on the estate.
A clear picture of future needs is now essential. A wide-ranging user
consultation programme is being implemented which will give attention to the
full range of likely users and the uses to which they will put the space. A
design group has been assembled, which will be responsible for planning and
delivering (refurbished) space. The rolling programme will be informed by user
views on future needs. Forecasting horizons of 3, 5, and 10 years, with
appropriate levels of definition, will be agreed.
3.3 Standards of accommodation and facilities
Connected with the need to take a forward look at what types of space and
facilities will be required, is the need to set minimum standards for existing
accommodation and facilities. This will be particularly important if it is
anticipated that university teaching space is to be managed against a
background of quality audits and the operation of the overheads model at
Leeds.
Minimum standards of accommodation and facilities have been agreed for:
Lecture Theatres:
- a blackboard/whiteboard;
- a bench, desk or other note-taking surface for students;
- a 250w OHP (moving to 400w as soon as possible);
- a projection screen;
- slide projection equipment;
- video equipment (sometimes by advance request);
- computer display equipment (often by advance request)
Seminar rooms:
- a 250w OHP (moving to 400w);
- a blackboard/whiteboard;
- a bench, desk or other note-taking surface for students;
Following refurbishment over the last four years, these minimum standards have
been met in the Roger Stevens Lecture Theatres, the Rupert Beckett Lecture
Theatre, the Conference Auditorium and rooms in the Michael Sadler Building.
The improved facilities in these areas are increasingly in demand and changes
in teaching methodology are putting an additional strain on the rooms with new
technology - those with large screen data projection for example. As teaching
styles and teaching technology continue to develop, many more lecturers require
the higher tech facilities that are only available in a limited number of
rooms. Several departments have used their own resources to improve facilities,
e.g. Electrical and Electronic Engineering and the Leeds University Business
School, but this has not been typical.
A sample of views on recently refurbished space is indicating that the
standards set are adequate for undergraduate teaching. Recent quality audits
have only once raised teaching space as an issue of concern (although users
often highlight the variation in standards across the university). There may be
different standards (perhaps higher ones) for post-experience users (for
example in a Business School environment). Higher standards still are expected
in the Rupert Beckett Lecture Theatre, which `doubles' as an intensively used
350 seat teaching space and as the `flagship' theatre to which the public are
invited to attend major public lectures and inaugurals.
Also, the recent improvements to the `flagship' Rupert Beckett Lecture Theatre
illustrated to us the difficulty of setting appropriate standards of
accommodation and facilities (and hence the cost of providing them), when
undergraduate teaching is not the sole consideration in the design of a
refurbishment. Our consultants estimated the cost of making improvements of the
highest specification at £547.4k. This included improvements to the
circulation/entrance areas in and around the lecture theatre (estimated at
nearly £127k), and major refurbishment of the fabric and facilities in the
theatre (£420.4k) including new seats, carpets, bench - tops and
audio-visual systems to the highest quality. The estimates for the theatre
alone yielded a cost per seat figure of around £1,200. This
compared with a cost per seat of £350 in the main lecture theatre
block (Roger Stevens Building), which is used predominately for undergraduate
teaching. In the event, and in the light of budget constraints imposed later,
only minimal improvements were made to Rupert Beckett - mainly up-grades to the
presentation systems and a small number to the fabric of the theatre (e.g
lighting control and health and safety work).
A design and project management team has been put together which will have
responsibility for specifying teaching space improvement schemes and managing
the programme. They will need, inter alia, to pay attention to
monitoring demand to modify standards of accommodation and facilities in line
with user expectations.
3.4 Standards of support services and their supply
There is a wide range of suppliers of support services to central teaching
spaces at Leeds. They are:
- University Media Services ( technical staff, AV systems support, health
and safety );
- the central administration's Teaching Space Office (central timetable and
booking);
- Academic departments or schools (e.g the School of Chemistry);
- Computing Service (network and communications)
- Works and Services (buildings services);
- Works and Services (portering);
- Security Services (security);
- Commercial and Residential ( external marketing/cafeteria/refreshment
facilities);
Media Services has been tasked, in addition to providing AV support services,
to provide the `ownership' and leadership function in central teaching space
service matters, leading and coordinating the development and delivery of
fit-for-purpose space and support services.
The Student Office, in the central administration, is responsible, in
consultation with the departments, for the development of the timetable, the
identification of modules and the enrolment of students. Course requirements
for central teaching space are defined and booked by the same office. The
arrangements work well most of the time. There are occasional difficulties,
however, matching group size to room capacity and facilities required. The most
serious consequence of this is where end-users have been led to expect a
service or facilities (promised by the booking agent) which, for one reason or
another, cannot be delivered. The problem is thought to be located at the break
in the `order supply chain', where the space booking function is separated from
the actual delivery of suitable space and support services by UMS and other
providers, to end-users. A cross-service management team will look at various
possibilities including piloting trials for a unified space and services
booking and supply system.
A related problem is the difficulty of managing the coordinated delivery of the
other services to central teaching space, ranging from complex IT (Computing
Services) to changing light bulbs (Works and Services). Unclear ownership of
problems can lead to frustrations at minor level (such as who is responsible
for securing a building at the end of a session), through to major safety
issues including fire and emergency procedures in central buildings
The cross-services management team, representing all service providers, will
look at the issues and it will aim to set minimum standards of service in a
framework of service definitions for all service providers. Appropriate service
descriptions and performance measures will need to be agreed. This management
team will propose standards for central teaching space services from a user -
focused base, relying heavily on input from users which has been obtained in a
regular and systematic manner. The 1997/98 development plan includes in this
respect a survey of all central teaching space users, a number of focus groups
to get feedback on particular aspects of recent refurbishment and a general
consumer panel meeting.
Also, as the central inventory continues to expand, it is not likely that the
central services will be able to increase the scale of their operations at the
same rate. It may be necessary to consider `franchising' academic departments
and other local providers to do the work. Benchmarking service standards is
being actively discussed as a means of achieving consistency of provision in
this event. It is clear that whatever the arrangements for dealing with such
rapid expansion will be, benchmarked standards of service could be essential to
the success of a teaching space strategy that will need to operate in the
highly devolved institutional environment at Leeds.
3.5 Funding
There are two funding requirements if all teaching space in the university
is to be developed, maintained, and its users supported in a managed way. The
first is capital funding for building and /or refurbishment and the second is
recurrent funding for its maintenance and the provision of support services.
The identification of a constant source for this funding is made increasingly
difficult as the university continues to devolve and moves to an overheads
model as a means of reducing the central `top - slice' charges, and where
`space' is proposed as a major driver for cost recovery purposes.
The current situation on capital funding for accommodation and equipment
refurbishment has been reported earlier. Top-sliced provisional amounts for
teaching space improvements appear in the Corporate Plan for the FY years to
2001 totaling £600k. This will be allocated between central teaching space
and some departmental space according to an agreed programme.
It has also been reported earlier that a budget of £140.5k has been set
for Central Teaching Space services for 1997/98. The university is considering
how best it might deal with these costs for internal accounting purposes and
budgeting. There is a range of options under discussion from `top-slicing', and
subsequent recovery by means of overheads, through to a per capita
charging regime where only user departments pay. A separate charge for the
timetabled use of central teaching space has been piloted in the overheads
charging model. This was based on the student hours booked through the central
administration. The amount recovered for central teaching space use, however,
was equal only to the total notional space charge at current rates
(£70m2 x total CTSm2). This does not include the
full costs of service providers including, inter alia, the Student
Office, Media Services, Computing Services and Estates. Provision is also
needed to recover the costs of on-going maintenance, including repairs and the
replacement of minor equipment and furniture.
Also, an internal market has been established between departments outside the
central booking environment. Departments have been asked to charge the same
rate as that used in the overheads model, but many departments (having invested
in their teaching areas), would like to be able to charge a premium for their
space. In some cases, appropriate space is very limited and other departments
are obliged to use some of this premium space.
There is a strong business case to be made for encouraging the departments and
other providers in the university to develop new income streams by exploiting
all spare capacity - whether it be space or services. The income generated
could be used to contribute to the cost effectiveness of space and, therefore,
to the level of charges that need to be applied to core (timetabled) users. A
marketing plan is under discussion, which will be implemented by the university
Conference Office and other interested divisions including External Affairs.
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