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Program Registration Innovative Sierra Module - Rhodes University Experience
- 1. Program Management: Rhodes University experience IUG-SA Conference:19-21 Nov 2014 Vaal University of Technology Presented by - Pelisa Vanda Undergraduates Librarian Rhodes University Library Presentation Date: 21 Nov 2014
- 2. 2 OUTLINE • Background • Statistics at Rhodes University • Findings • Pros and Cons • Compare Systems
- 3. 3 Background • Program Management Module was implemented after a year that Sierra was introduced in the SEALS libraries. • Rhodes University had no online system for booking group study rooms. Students were queuing early in the morning outside the library so that they can sign up on a paper form for room booking. • Aspects of implementation were discussed including the creation of user guidelines, training of library staff, and publicity for the booking system. • Procedures were developed and made available on RUConnected and on the library webpage.
- 4. 4 Manual vs Online • Program Registration gives patrons easy access to study rooms. • Users can register virtually • Manages user’s schedule. • Monitors cancellations, and sends email to confirm booking
- 5. 5 Sierra Program Management At Rhodes University Program Management is used for both: • Workshops/trainings booking • Group Study rooms booking
- 6. 6 Series of Workshops Program Name Section Session 1 Session 2 Section Session 3
- 7. 7 Study Room Bookings Session record Section record Program record Rhodes Study Room Bookings Group Study Room 1 Fri 10 Oct 08:30 am Fri 10 Oct 10:30 am Group Study Room 2 Fri 10 Oct 12:30 pm
- 8. 8 Add Study Room 2 Bookings RU Info Commons Room 1 Time slot 08:30AM Time slot 10:30AM Mo 9 Sept 12:30AM RU Info Commons Room 2 Time slot 08:30AM Time slot 10:30AM Time slot 12:30PM
- 9. 9 9
- 10. 10 Group Study Rooms Rules • Rooms may be booked by Rhodes University undergraduate students only. They are not available for individual study, teaching or for University meetings. • Students are entitled to make one booking up to 2 hours per group, per day. A group must consist of at least 3 or more people. • There must be only one member from a group to make a reservation and send a confirmation email to other members. • Students can book up to 8 days in advance.
- 11. 11 Booking rules cont.… • If the room is not occupied within 15 minutes, it may be rebooked to another group. • Rooms should be cleared 5 minutes prior to the end of the booking period. • The person who booked the room will be responsible to keep it to its original state before they leave.
- 12. 12 Undergraduates experience Commerce 27% Education 0% Humanities 32% Law 7% Pharmacy 23% Science 11% Response per Faculty Survey conducted to RU undergraduates on 27 & 28 October 2014
- 13. 13 User Frequency Once a week 35% Three times a week 0% More than three times a week 6% Once a month 23% Only swot week 12% Once a term 6% Occasionally 6% When necessary 6% More than 3 times a week during exams 6%
- 14. 14 Purpose Group discussion 55% Society activities 5% Personal use (to study/ assignment) 20% Both personal and group discussion 20% Purpose of use
- 15. 15 Awareness and System’s Efficiency 65% 15% 20% Awareness and system Efficiency Yes, I am aware; the booking system is efficient Yes, I am aware; but the booking system is inefficient No; I am not aware
- 16. 16 Problems encountered when booking a room Rooms are not available 62% Troublesome to make booking 4% Lack of facilities 0% Both rooms and booking 19% No Problem 5% Blank 5% Noise 5% Problems encountered
- 17. 17 Maximum hours preferred 10% 35%55% Hourly preferences 1 hour 2 hours 3 hours
- 18. 18 Time of use in a day 32% 0% 37% 26% 5% Times of use 08:30am – 12:30am 12:30pm – 02:30pm 02:30pm – 06:30pm 06:30pm – 10:30pm Other - when necessary
- 19. 19 Overall booking challenges 0 2 4 6 8 10 12 14 CommerceHumanities Law Pharmacy Science Rooms Booking Facilities
- 20. 20 Findings • 63% of students use study room after lunch • No students responded to be making booking for lunch hours • 62% struggle to get an available room than to book on OPAC. • The 20% that indicated that the system is not efficient are the ones indicated that they never used the online booking system or they hardly use study rooms in the previous question.
- 21. 21 Findings Cont.…. • 45% of students prefer the manual system • Student number instead of PIN to login was also a concern. • 90% of students wanted computers and projector in each study room • Students book but do not use the room • While others complain that 2 hours is too long others need extended timeslots. • Some prefer flexible slots
- 22. 22 Pros and Cons Pro’s Con’s Students & staff can book online (OPAC) Behind the scenes labour intensive Integrates with existing services Timeslots not flexible No more queues outside the library in the morning One seat booking is confusing Confirmation of booking Students can use rooms without booking Reminder for a booking No detailed statistics Students can book up to 8 days in advance No default sequential listing of section and sessions on calendar Users can check or cancel bookings online Saves paper
- 23. 23 Sierra vs Isis Sentry Isis Sierra Program Management Web enabled advance booking at users’ convenience Instant booking at the door Provides extra security Maximizes room usage Avoids staff involvement with management of keys Comprehensive user reports Monitors failure to take up bookings
- 24. 24 Isis Video
- 25. 25 Automated Reminders • The Sentry Isis Secure Group Study Room Booking System is capable of sending various configurable automated warnings and reminders designed to maximize room usage. • Email warnings sent to users who do not take advantage of their room booking • Optional text reminders
- 26. 26 Innovative. Program Registration. Retrieved from http://www.iii.com/products/program- registration on 26 March 2014 SentryIsis Secure room Booking. 2009. SBS Electronic systems. Retrieved from http://telepen.co.uk/sentry-isis-access-control-software/ on 29 October 2014 26 References
- 27. 27
Editor's Notes
- RUConnected- a customized Moodle product (learning management system)
- Rebook by deleting the booking and registor another student
- Please select your Faculty and year of study
- How often do you use the Group Study Rooms on Level 2, Information Commons?
- What is your purpose of using the Group Study Rooms on level 2 Information Commons?
- Are you aware of the booking procedures for the Group Study rooms on level 2, information Commons? Do you think it is efficient?
- What problems do you encounter in using the Group Study Rooms on level 2, Information Commons?
- In your opinion, what is the optimum number of hours that a student can be allowed to book a room for use per day?
- What time of the day do you usually want to use the meeting rooms on the level 2, Information Commons?