Monitor Space
Some of the software commonly used has very sophisticated reporting capabilities which are often under used because timetabling staff have not attended the specialist reporting classes to receive the necessary training. SUMS members typically use spreadsheets to manipulate and report space survey results whereas there are opportunities to use timetabling software to support the whole survey process from setting up the room survey sheets to comparing booked and surveyed data.
Space Survey
It is good practice to annually conduct a space survey until such point as utilisation has been maximised and frequency can be decreased. The space survey is a systematic review of use of the teaching room stock over a full working week. It surveys as a minimum all pooled rooms but ideally should apply to all teaching rooms. Students are often used to carry these out.
As a minimum the surveyor should note whether the room is occupied or not. Ideally they should also count those present or for larger Institutions note what fraction of the room is occupied. There is a lot of transcription from paper recording sheets to spreadsheets required and then further work to compare this data with the timetable. Portable logging devices can be used but costs can be prohibitive.
There should be wide circulation of the resulting space survey report with clear conclusions and recommendations made to the appropriate committee.
Ad-hoc Checking
Some SUMS members conduct ad-hoc checking especially at the beginning of term to pick up cancelled courses that may not have been reported. Where an Institution is short of space this is worth doing.