Lab/Classroom Modernization Guidelines

      Other Resources

      GUIDELINES FOR CONTINUING COSTS

      1. Institutions may use up to 25% of Lab/Classroom Modernization and General Computer/Network access funds for continuing costs.
      2. The amount available for continuing costs is the uppermost limit that institutions may spend annually on continuing costs. However, institutions are free to spend the amount available for continuing costs on either continuing costs or one-time costs for projects, depending on institutional priorities.
      3. Continuing costs include supplies, expenses and student help. Continuing costs may not be used for full-time staff.
      4. Continuing costs from Lab/Classroom Modernization may only be used for labs/classrooms that have been, or are in the process of being, modernized by Lab Modernization or Lab/Classroom Modernization funds. Continuing costs from General Computer/Network Access may only be used for General Computer/Network Access labs.

      GUIDELINES FOR INSTRUCTIONAL LABORATORY MODERNIZATION PROGRAM

      1. The Laboratory Modernization Program provides institutions with funds for comprehensive modernization of instructional laboratories while allowing institutions maximum flexibility to use the Laboratory Modernization funds to meet the instructional needs of students.
      2. A comprehensive approach should be taken with each lab and every effort should be made to complete the project in the fiscal year in which the work is started. Projects extending beyond one year are allowed if there are instructional reasons for completing the project over more than one year.
      3. Lab Modernization only pays for instructional equipment. Equipment to be used by faculty outside of the lab for research or faculty development purposes must be funded by other sources. Lab Modernization funds cannot be used for lab rooms that are primarily used by faculty for developing course materials or for training on instructional technology.
      4. Equipment replacement and upgrading are the primary emphases in the program, but the allocations under this program may also be used for associated supplies and remodeling.
      5. Lab Modernization funds may be used to replace instructional equipment purchased through the Lab Modernization program in previous years.
      6. Equipment purchased through the Laboratory Modernization program that is no longer useful for the instructional purpose for which it was originally purchased should first be used for other instructional needs, and then (if it has no other instructional need) be treated like any surplus equipment.
      7. Lab Modernization funds may be used for library computer workstations if the workstations are used as instructional tools for students.
      8. All projects that involve remodeling should be coordinated during the planning stages with campus facilities planning staff. Generally, remodeling costs should not exceed $30,000 per. If remodeling costs are greater than $100,000, Board of Regents and State Building Commission approvals are required and institutions must request through the Capital. No investments should be made from this program in any room that will be covered by a building project. If after the Building Commission acts, the laboratory equipment is not funded, the project can be added to the Laboratory Modernization priority list.
      9. Cost estimates for remodeling should take into account the optimum number of student workstations in a laboratory. Institutions should also consider the impact remodeling has on increasing or reducing the capacity of the laboratory. Similarly, consideration should be given to institutional enrollment projections, trends in course registration, teaching and scheduling requirements. Requirements for accreditation of academic programs and licensing professionals should be taken into consideration, where appropriate.
      10. Institutional planning should be designed to identify opportunities for interinstitutional and interdepartmental sharing of costly laboratory resources, particularly if economies of scale can be realized. Consortial efforts to obtain extramural support are encouraged.
      11. In completing cost estimates, use established prices of equipment but also try to anticipate future changes in prices.
      12. Be alert to the possibility that safety requirements have changed and building codes have been revised since the laboratory was created. Recent changes might affect laboratory design and the associated costs.

      GUIDELINES FOR CLASSROOM MODERNIZATION

      1. The Classroom Modernization Program provides institutions with funds to improve the instructional climate in the classroom by providing support technology for learning. The program allows institutions maximum flexibility to use the Classroom Modernization funds to meet the instructional needs of students.
      2. A comprehensive approach should be taken with each classroom and every effort should be made to complete the project in the fiscal year in which the work is started. Projects extending beyond one year are allowed if there are instructional reasons for completing the project over more than one year.
      3. In contrast to the Lab Modernization program, the Classroom Modernization program allows for the purchase of individual pieces of equipment that will be used in more than one classroom Examples of such equipment are VCRs, overhead projectors and televisions.
      4. Eligible equipment includes overhead projectors, screens, VCRs, computers and sound systems. With the exception of UW-Colleges, chairs, chalkboards and other classroom needs not associated with the use of audiovisual equipment are ineligible for funding.
      5. Equipment replacement and upgrading are the primary emphases in the program, but supplies and remodeling costs are also eligible if they are associated with installing equipment.
      6. Classroom Modernization funds may be used for library computer workstations if the workstations are used as instructional tools for students.
      7. Classroom Modernization funds may be used to replace instructional equipment purchased through the Classroom Modernization program in previous years.
      8. Equipment purchased through the Classroom Modernization program that is no longer useful for the instructional purpose for which it was originally purchased should first be used for other instructional needs, and then (if it has no other instructional need) be treated like any surplus equipment.
      9. The Classroom Modernization program funds instructional equipment only. Equipment used by faculty outside the classroom or for research or faculty development purposes must be funded by other sources. Classroom Modernization funds cannot be used for classrooms that are primarily used by faculty for developing course materials or for training on instructional technology.
      10. All projects that involve remodeling should be coordinated during the planning stages with campus facilities planning staff. Generally, remodeling costs should not exceed $30,000 per project. If remodeling costs are greater than $100,000, Board of Regents and State Building Commission approvals are required and institutions must request funding through the Capital Budget. No investments should be made from this program in any room that will be covered by a building project. If after the Building Commission acts, the classroom equipment is not funded, the project can be added to the Classroom Modernization priority list.
      11. Institutional planning should be designed to identify opportunities for interinstitutional and interdepartmental sharing of costly classroom resources, particularly if economies of scale can be realized. Consortial efforts to obtain extramural support are encouraged.
      12. In completing cost estimates, use established prices of equipment but also try to anticipate future changes in prices.

      GUIDELINES FOR GENERAL COMPUTER/NETWORK ACCESS

      1. The purpose of the General Computer/Network Access program is to purchase workstations to provide all students with an average of 4 hours of general computer/network access per week or 20 students per workstation while allowing institutions maximum flexibility to use the funds to meet instructional needs of students.
      2. A comprehensive approach should be taken with each lab and every effort should be made to complete the project in the fiscal year in which the work is started. Projects extending beyond one year are allowed if re are instructional reasons for completing the project over more than one year.
      3. The General Computer/Network Access Program will provide funds to purchase additional workstations in either new or existing laboratories which are open for general student access. The campus average for all general computer access labs should be 80 hours per week minimum. Within the goal of providing maximum service to students, (and the spirit of common sense), each institution should devise an appropriate method of meeting the campus average. Institutions may pursue more flexible pilot projects which may completely move away from the 80 hour per week requirement and more creatively achieve the goal of increasing student access to computer workstations during peak demand times, if there is appropriate justificationfor such a project.
      4. A workstation is defined as a computer (microcomputer or some other type), plus appropriate enhancements. In addition, campuses may purchase peripherals such as printers, additional memory, file servers, mail servers, local-area networking which may require space remodeling, dial-in/receiving access, maintenance, supplies, and software (including general assignment software such as word processing and spreadsheet, and discipline-specific software necessary to provide appropriate general access and required to complete assignments in ongoing courses). Institutions are also encouraged to purchase security hardware to safeguard workstations.
      5. Computer/Network Access funds may also be used in appropriate discipline specific labs if the labs are opened for general student access. When developing a general computer/network access plan, institutions should review discipline specific computer labs for cost effective opportunities to fully utilize these labs for increasing student access to computer workstations. These labs would not be subject to the 80 hour per week campus average requirement and would only be eligible to utilize proportional funding from General Computer/Network Access funds.
      6. All projects that involve remodeling should be coordinated during the planning stages with campus facilities planning staff. Generally, remodeling costs should not exceed $30,000 per laboratory. Remodeling costs that may be funded include electrical rewiring, heating, ventilation, air conditioning, lighting and access control modifications, and other suitable changes necessary to the creation of a general access computer laboratory. Expenditures for furniture may be paid from General Access Computer funds as part of this $30,000 remodeling limit. Exceptions to the $30,000 per laboratory remodeling limit may be made on a case-by-case basis.
      7. If remodeling costs are greater than $100,000, Board of Regents and State Building Commission approvals are required and institutions must request funding for the project through the Capital Budget. No investments should be made from this program in any room that will be covered by a building project. If after the Building Commission acts, the computer equipment is not funded, the project can be added to the General Computer/Network Access priority list. (Please consult with Disabled Student Coordinator).
      8. The General Computer/Network Access program only pays for instructional equipment. Equipment to be used by faculty outside of the lab or for research or faculty development purposes must be funded by other sources. In addition, General Computer/Network Access funds cannot be used for labs that are primarily used by faculty for developing course materials or for training on instructional technology.
      9. General Computer/Network Access funds may be used for library computer workstations if the workstations are used as instructional tools for students.
      10. In order to maximize student access, institutions are encouraged to use General Computer/Network Access labs to offer mini-courses open to all students on the use of these computers. Class time for these courses can be counted in the 80 hour per week campus average. Similarly, time in regularly scheduled classes that is used for training students to use the network may also be counted as part of the 80 hour per week campus average.
      11. It is recommended that each institution develop its own standard for institutional replacement of computers based on factors such as age of computers, institutional academic needs, and performance capabilities.
      12. Equipment purchased through the General Computer/Network Access program that is no longer useful for the instructional purpose for which it was originally purchased should first be used for other instructional needs, and then (if it has no other instructional need) be treated like any surplus equipment.

      REPORTING/ACCOUNTING REQUIREMENTS FOR THE GENERAL COMPUTER/NETWORK ACCESS PROGRAM

      1. Since UW System Administration will no longer be responsible for administration of the program or project approvals, institutions will no longer be required to submit Forms A and B. However, institutions should utilize Form D or other means to provide and audit trail that establishes a historical record of appropriate funding.
      2. Institutions are to establish separate account numbers for each General Computer/Network Access project. This will also simplify differentiating General Computer/Network Access expenditures from Lab Modernization and Classroom Modernization expenditures, and Fund 114 expenditures from Fund 101/102/103 expenditures.
      3. To facilitate accounting to state officials for the uses of the funding, photographs or other records of the computer lab before and after the investment could provide useful evidence of your accomplishments. Such photographic records or other visual aids are not a requirement for every computer lab upgrading, but you should be alert to such opportunities.
      4. Establishing accurate records in the equipment inventory system must be an integral part of completing the upgrading of the computer lab. In accordance with prescribed procedures, old equipment must be removed from the records as it is replaced and new equipment costing $5,000 or more per item must be entered into the uniform equipment groupings. These steps should facilitate future planning for routine replacement and other fiscal management. If the original equipment is still useful in a different setting, such reassignment would also require updating in the inventory data. Also, keep in mind the possibility that remodeling might call for updating the Facilities CDR.
      5. Institutions are allowed to carry over unspent General Computer/Network Access funds from one year to another. However, institutions are responsible for covering funds spent beyond allocations (covering negative balances) from GPO.
      6. Institutions may request permission from System Administration to borrow funds between the Lab/Classroom Modernization and General Computer/Network Access programs. Institutions must stay within their total allocation for the fiscal year and repay the funds according to an agreed-upon plan.
      7. For each project funded under the General Computer/Network Access program, please consider the needs of students with disabilities. (Please consult with Disabled Student Coordinator).
        Given the unpredictable number of disabled students and varying nature of disabilities, an exception to the "room-based equipment" requirement can be made. This means that special classroom equipment for students with disabilities can be purchased from these funds and stored in one room but transported to other classrooms for use as needed. However, only instructional classroom uses can be covered from this fund, not research or student services equipment. Minor remodeling associated with this equipment installation is also allowed. Remodeling for room access is available through the State Building Commission.
      8. Institution internal auditors will be required to annually audit a sample of completed modernization projects. Audit reports should be submitted to the Laboratory/Classroom and Computer Review Committee. The Committee will be reestablished and meet annually, or as needed, to review the reports.

      Location

      Office of Academic Affairs
      420 Hyer Hall
      800 West Main Street
      Whitewater, WI 53190
      Phone:  262-472-1672
      Fax:  262-472-1670

      54.166.123.2
      http://www.uww.edu/