1. Program management: Rhodes University experience by Pelisa Vanda – Undergraduates Librarian Rhodes University Library Presentation Date: 21 Nov 2014 IUG-SA Conference:19-21 Nov 2014 Vaal University of Technology

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 SectionSession 1Session 2SectionSession 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 amGroup Study Room 2 Fri 10 Oct 12:30 pm

8. 8 Room 2 Add Study Room 2 Bookings Room 1 RU Info Commons Room 1 Time slot 08:30AM Time slot 10:30AM Mo 9 Sept 12:30AM Room 2 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 lasting 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 of the start of a booking 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 Survey conducted to RU undergraduates on 27 & 28 October 2014

13. 13 User Frequency

14. 14 Purpose

15. 15 Awareness and System’s Efficiency

16. 16 Problems encountered when booking a room

17. 17 Maximum hours preferred

18. 18 Time of use in a day

19. 19 Overall booking challenges

20. 20 Findings 63% of students use study room after lunch No students responded to be making booking for lunch hours 62% find it difficult to get an available room than to book. 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.…. 75% 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’sCon’s Students & staff can book online (OPAC)Behind the scenes labour intensive Integrates with existing servicesTimeslots not flexible No more queues outside the library in the morning One seat booking is confusing Confirmation of bookingStudents can use rooms without booking Reminder for a booking Students can book up to 8 days in advance Users can check or cancel bookings online Saves paper

23. 23 Sierra vs Isis Sentry IsisSierra 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 Isis Sentry is currently used in over 150 academic libraries and resource centers in the UK and Ireland. 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 such as: Email warnings sent to users who do not take advantage of their room booking Email reminders sent the day before the room booking due date Optional text reminders

26. 26  Innovative. Program Registration. Retrieved from http://www.iii.com/products/program- registration on 26 March 2014http://www.iii.com/products/program- registration  SentryIsis Secure room Booking. 2009. SBS Electronic systems. Retrieved from http://telepen.co.uk/sentry-isis-access-control-software/ on 29 October 2014 http://telepen.co.uk/sentry-isis-access-control-software/ 26 References

27. 27 Any questions???