Institutions with centralized classroom scheduling are more likely to see higher room utilization rates and require fewer classrooms than institutions with decentralized scheduling processes.
According to a recent space study, department-controlled classrooms hold an average nine classes per semester, while centrally controlled classrooms hold 13—almost 50% more. Central scheduling also has a meaningful impact on overall space efficiency. Institutions with central scheduling have on average 17% less space per student than those without it.
To better improve classroom utilization, institutions should incent colleges and departments to return classrooms to a central scheduling pool. We talked to three institutions that used space incentives to successfully increase the number of centrally scheduled classrooms.
This resource is part of the Align Workloads and Schedules with Student Demand Roadmap. Access the Roadmap for stepwise guidance with additional tools and research.
1. Florida State University trades technology upgrades for ownership
Florida State University (FSU) assumes responsibility for repair and renovation costs and funds technology upgrades in any classroom that a department releases to central control. Since the program’s launch in 2000, FSU has installed technology upgrades in 268 rooms, increasing the share of centrally controlled rooms by 31%.
268
Institutions can offer to assume a variety of classroom costs in exchange for central control. For example, institutions that charge units for space (e.g., an operations and maintenance fee) may elect to waive any charges for classrooms that departments return to central control. Below are a few examples of charges institutions can cover to incentivize classroom centralization:
- Technology upgrades: Offer to pay for new technology if the department turns the room over to the central pool
- Repairs and renovations: Provide centralized funding for renovations and maintenance in centralized classrooms but not for departmentally owned classrooms
- Space charges: If your institution charges units for space offer to waive any charges (e.g., an operations and maintenance fee) for classrooms that departments return to central control
2. Penn State varies custodial cleaning standards based on room ownership
Pennsylvania State University uses tiered cleanliness standards for centralized and decentralized classrooms in order to make department-owned scheduled classrooms less appealing. In addition to other tiered services, centrally controlled classrooms are cleaned daily while department-owned classrooms are only cleaned twice a week.
Penn State’s Approach to Classroom Maintenance
Centralized Classrooms
- Cleaned daily
- Food and drink prohibited
- Users that damage space or leave trash behind are warned, charged, and/or banned
- Maintenance requests are flagged as high priority and are addressed immediately
Decentralized Classrooms
- Cleaned twice weekly
- Departments must enforce responsible use without support of Facilities
- Maintenance requires a work order; requests remain in queue until labor and resources are available
- Users must wait for repairs
3. University of Wisconsin-Madison reclaims underutilized instructional space
Related study
Working with Academic Leaders to Improve Space Utilization
Download the StudyThe University of Wisconsin-Madison flags any room that fell below 67% utilization the previous semester, and the facilities leader discusses the space with the dean and department chair. The department can opt to create a plan to improve utilization, release the classroom to central scheduling, or allow Facilities to take the space offline.
Taking low-quality, low-utilization classrooms offline has two benefits:
- First, institutions can limit annual repair and utility costs necessary to keep low-quality space operating
- Second, institutions that must report classroom utilization rates to the system or state can increase their overall utilization rates by taking infrequently used rooms out of the calculation entirely
Discover more strategies to improve space utilization
Recent enrollment trends have made space management a top-of-mind issue across campus. Read our full study to discover nine best practices you can use to correct current space misuses and incentivize academic leaders to redeploy underutilized space. Download the full study
Additional resources on space utilization
Working with Academic Leaders to Improve Space Utilization
This report examines how institutions can better utilize existing spaces with a four-part strategy, and recommendations for working with academic leaders to address the root causes driving the underutilization of campus spaces.
Enhancing Space Data Collection and Validation
This report examines how institutions can better utilize existing space on campus by improving their approach to space data collection and validation.