Background & Context
Type of Project:
Initial stage was a refurbishment. Second stage was part of a larger new build project.
Start and End dates:
First stage opened in Autumn 2006. Second stage project opened Spring 2007.
Case Study tags: learning spaces, new build, university of sheffield, yorkshire and humberside, higher education
CILASS has its own dedicated technician to deal with technical support issues and the maintenance and set up of the laptop technology. CILASS also works closely with the University's Audio-Visual (AV) Service Team and has shared ideas for development.
Funding Sources
HEFCE CETL funding.
Cost of Project
First project - £350,000 capital funding.
Second project - £1.83 million capital funding purchasing the addition of two extra floors to the University's new Information Commons (Learning Resources Centre).
Technology
The collaboratories are equipped with state-of-the-art technology including Access Grid videoconferencing, sympodium, copy cams and huddleboards and a range of fixed desktop and laptop computers.
Huddleboards are lightweight portable small whiteboards that make it easy for users to collaborate and interact in small to medium size groups. The portability of the boards means that ad hoc and flexible working environments can be formed by the groups themselves. The ideas generated on huddleboards can be converted into digital images using copy cams. Copy cams are located on collaboration stations on two main walls where the Huddleboards can dock to download their ideas into a digital image format to the web. Images can be retrieved and inserted into other formats. These images can be shared with a larger group. The University of Sheffield is the first university in Europe to possess this technology. Huddleboards are an excellent vehicle for illustrating processes and presenting them back instantly.
One of the collaboratories also has plasma workstation clusters - built-in plasma screen technology that can be controlled from a central lectern. 4 x 42" screens are wall mounted to allow groups of up to 12 students per screen to work together. In addition there is one large 60" screen on the central presentation wall. The screens can be used simultaneously to show the same images or used individually per group. The presentation screen can also be used in isolation. Again, the configuring of the technology allows for additional flexibility for the users.
In-room laptop technology - there are 24 laptops available for use - Sony Vaio models have been chosen as they were seen to offer the best opportunities for more than one person to use at the same time having a large high definition screen facility.
A range of fixed sound and video camcorder facilities are ceiling mounted and this video-recording suite allows best practice to be recorded and shared. One of the other collaboratories has access grid node (AGN) audio visual equipment which provides a next generation video conferencing set up - enabling the sharing of experiences with other institutions.
Sympodium technology allows the user to write over any presentation in digital ink, highlight concepts and take notes.
Digital cameras and camcorders are available for loan to students.
An electronic response system with voting buttons is also available. The technology has proved successful in encouraging student involvement in larger teaching sessions.
PCs have 21" monitors in the CILASS office and 24" in the Collaboratory spaces. Smaller Dell PC boxes have been chosen deliberately as they offer space saving solutions.
CILASS has its own dedicated technician to deal with technical support issues and the maintenance and set up of the laptop technology. CILASS also works closely with the University's Audio-Visual (AV) Service Team and has shared ideas for development.
Adding Value
Technology aids the collaboration and flexibility within the spaces. Groups working on figure of 8 tables can 'talk' through the lecterns and can project their work through laptops and on to the various available screens. The technology supports and complements the student learning.
The Audio-Visual experts, led by Ian Knowles, at the University of Sheffield have thought beyond the usual confines - and have been able to roll out these new and innovative initiatives further across the University in some of the other teaching rooms.
The AV experts at the University of Sheffield are very proactive and have worked hard to ensure that the technology provided is proven, this thorough approach included Ian Knowles liaising with colleagues at Wallenberg Hall at Stanford University to follow up feedback on the huddleboard and copy cam technology.
What Makes The Space Successful?
The spaces are flexible and users are encouraged to make themselves comfortable. Food, drink and mobile phones are allowed in the CILASS spaces. Indeed mobile phones can prove to be an important element of the learning experience. For example, one CILASS funded English Department project based around Alex Haley and his book Roots has used the collaboratory to great effect.
The project was able to use multi-media including using MP3 players for related music. When it came to finding out about their own family histories students used their mobile phones to ring parents and grandparents as a first step to collecting information.
The furniture is very flexible and groups and individuals feel comfortable about moving it around. The tables are bespoke and have been designed specifically to give best possible positioning for use of laptops and other activities - avoiding table legs getting in the way of users, etc.
The chairs stack easily so more space can be cleared quickly.
A raised floor enables sockets to be situated in the floor. The floor is modular and can be moved around - there are built-in channels for cabling.
The rooms are bookable and offer users the opportunity to access facilities that are not available to them elsewhere in the University.
The positioning of the CILASS facilities within the Information Commons encourages students to more easily recognise the potential and accessibility of the available spaces.
The design of the spaces moves people away from a more traditional teaching set up to one that encourages collaboration and group activity.
What Is Innovative About The Design And The Use Of The Space?
Collaboratories are a new innovation to the University of Sheffield and have proven to be a popular initiative.
The environment is different to other more traditional spaces within the University and students are able to participate in activities that are not so easily accommodated elsewhere in the institution - activities such as mobile phone use and eating and drinking!
Top Tips
- People with experience have valuable input - use these people and their experience - get them on b oard!
- Never underestimate the power of a good chocolate biscuit - a great bargaining tool! Levity aside valuing excellence of colleagues and experts is key.
- It's about a strategic approach - taking people with you and working together.
- Don't lose anybody - value everyone's input.
- Get the views of the students - they often have the best ideas.
- We often speak different languages - in order to convert people it is important to find some common understanding.
- Have an open door policy to the project - a 'come over now' policy to addressing issues - use regular communication - strike while the iron's hot and grab the momentum!
- You need proactive people.
- Get Senior Management support - this is very important - the Pro Vice Chancellor for Learning and Teaching at the University of Sheffield gives valuable support - he also books out the space for his own teaching.
- If you get the opportunity to 'test-drive' a space and experiment with equipment and furniture then take it - it helps to identify issues before any roll out on a larger scale.
Lessons Learned
Having furnished a space in another building on the University of Sheffield campus, CILASS were in the enviable position of being able to test run their ideas to see how successful they were before rolling them out on a larger scale in the Information Commons. This type of experience has proved invaluable to the CILASS team and helped to make the transition into the new building much easier.
Post Occupancy: Changes Made As A Result Of Feedback
As a result of the success of the spaces CILASS is constantly striving to develop and improve the facilities available to users - upcoming developments include:
Contact Details:
Dr Philippa Levy, CILASS Academic Director, p.levy@sheffield.ac.uk
Nicola Reilly, Programme Manager, n.reilly@sheffield.ac.uk
