CLICC Annual Report 2003/2004 August, 2004 Page 1

2003/2004

Annual Report CLICC Consortium

Academic Technology Services

Humanities

Library

Office of Instructional Development

Social Sciences

CLICC Annual Report 2003/2004 August, 2004 Page 2

Background and Philosophy

Drop-In Computing

Commons (Lab)

Electronic Classrooms

Laptops

Mobile Classrooms

Software

 

The College Library Instructional Computing Commons (CLICC) provides access to computing resources for the UCLA community. Specifically, CLICC focuses on undergraduate instruction and access to student resources. CLICC also also fully supports the services offered, and we pride ourselves on being able to not only offer the resources, but offer guidance on its use.

The drop-in computing commons in 145 Powell is CLICC’s most visible service and is available to anyone with a Bruin OnLine ID. The lab is staffed with student consultants who troubleshoot problems and provide guidance on usage.

Three classrooms are available for faculty and teaching assistants to reserve for their classes. Each classroom features workstations for each student, an instructor’s station that projects onto a large screen, plus a variety of instructional technology tools and support.

The laptop lending program helps meet the computing needs of students without expanding the physical space of the lab. The laptops offer the same features as the stationary CLICC machines with the added benefit of mobility.

PC and Mac laptops on mobile carts with wireless capability are available to go to general assignment classrooms if CLICC classrooms are booked, or if the instructor wants to offer access without moving students from their regular classroom.

Overview of Services

CLICC Student Workstation Inventory

03/04Lab PCs 92

Macs 9  Total 101

Classrooms A 15(PCs) B 24  C 59  Total 98

Laptops for Loan Powell 1 75(PCs except Powell 1 (mac) 5 where noted) Powell 2 (cart)*32  YRL 35  Music 10  Biomed 20  SEL/EMS 20   Total 222

Mobile Classrooms (Carts) PC* 32  Mac 16  Mac 16

Total 64

Total Student Workstations  428* PC cart is used for laptop lending when not being used in a class. The number is only counted once in the total.

CLICC provides approximately 100 software packages ranging from general-purpose software such as MS Word and Excel to specialized applications for Humanities and Social Sciences courses. The software is available on all CLICC lab and classroom computers as well as laptops. This enables instructors to teach using the software and assume that the students have the same access to work on their own.

CLICC Annual Report 2003/2004 August, 2004 Page 3

Operating Systems

Upgrades

Firewall

PC/Macintosh Mix

Laptop Lending Security

Late Laptop Fines

Integrating Mobile Classrooms

Consolidating Databases

2003/2004 HighlightsCLICC successfully transitioned from MacOS 9 to MacOSX for the start of Winter 2004. This was a major operating system upgrade, and we were able to transition all of the software currently in use as well as ensure that authentication and printing transitioned seamlessly.

Due to declining usage of macintosh computers, CLICC replaced the one mac classroom with PCs in the summer of 2003. To serve the needs of our faculty who teach with mac software, we purchased mac laptops and carts so that the macs can be used in any CLICC classroom, or can be taken to a general assignment classroom. This has worked out very well, providing additional options (and computers) for both PC and mac users.

Working with AIS, we implemented a BruinCard swiping authentication system for laptop checkout. Students swipe their BruinCards, and the SID and name are collected by our system. The student then must enter their URSA PIN number to verify that they are indeed the cardholder. Prior to this system, CLICC suffered two laptop thefts due to stolen BruinCards. Since the system has been implemented, no laptops have been lost.

Prior to FY 03/04, the laptop carts were in a testing phase. Starting in 03/04, we integrated them as “classrooms” on our web site and when we’re making classroom reservations. The logistics of sending carts to general assignment classrooms is often daunting, but with further use, we developed ideas to make the use of carts more efficient. All student staff are trained on how to “drive” the carts and how to operate them in a non-CLICC environment.

For CLICC’s internal operations, we consolidated our equipment and problem tracking databases to better track equipment and repairs. This has tremendously streamlined our tracking process, and opens the door to offering more information to students regarding the availability of resources.

We were seeing a growing problem with students failing to return laptops on time, causing other students to wait longer for resources. Working with Library Business Systems staff and the budget office, our proposal for late laptop fines was approved and implemented in January 2004. For Winter and Spring quarters, approximately 1.6% of laptop returns resulted in a fine. We did not collect this data before the fines, but based on consultant reports, we believe that the number of late laptop returns has declined significantly, and the larger problem of students returning laptops after closing time has nearly disappeared.

CLICC technical staff implemented a firewall to not only protect our servers, but also guard against anyone trying to use our workstations to send virus traffic out onto the network. This was a tricky balance – we had to maintain access so that people could do the things they needed to do, but we also were obliged to be good network citizens and prevent unauthorized outgoing traffic. This has already proven beneficial, as viruses that were plaguing other departments were stopped by the firewall and were not perpetuated through CLICC machines.

CLICC Annual Report 2003/2004 August, 2004 Page 4

Updating Hardware Replacement Cycle

Network Attached Storage

Terminal Services

Student Staff Development

MyCLICC Web Utilities

Campus Initiatives

CLICC’s student workforce is a very large part of our operation. We developed several new ideas for improving the quality of the service we offer through student workers. We updated our student staff work schedules to a minimum of 10 hours a week (previously 7) to a) cut down on the total number of consultants on the roster, and b) improve the commitment of those employees. In a move designed to give consultants more control over their schedules, and to minimize administrative staff time, we implemented a system to allow consultants to create their own schedules for the last 8 weeks of the quarter. This has saved a lot of weekly administrative time, and has also helped improve consultant reliability. Also, we developed a plan for starting new employees at a training rate and requiring them to pass a test to move to the Consultant level. Tests were also developed for promotions to Leads and Classroom Specialists. In 2003/2004, we began using the tests for promotions, and the new crop of trainees will be starting work in September 2004. In Fall 2004, we expect to employ 75 student consultants.

To maximize our storage space, we purchased a network attached storage (NAS) device. It will be implemented for Fall 2004 and will initially be used to house projects for courses requiring large data files (such as video).

As CLICC strives to provide more services with the same budget, we assessed our two-year replacement cycle. Due to more technical stability and good quality equipment warranties, we feel comfortable extending our two-year cycle to three years in order to make our hardware budget stretch further and allow us to continue services such as the mobile classroom (laptop) carts. We also negotiated better support warranties, and have a single provider (Dell) for most of our hardware to streamline support.

CLICC purchased hardware to be used for the new terminal server. By using one terminal server for Humanities and Social Sciences software, we hope to be able to consolidate hardware, and also make it much easier and faster for technical staff from CDH and SSC to update applications. This also opens the door to allowing students from other labs (or even home) to access licensed applications available in the lab. We began investigating this, weighing security needs with students’ need to access applications on our servers.

The MyCLICC web site was launched in Summer 2003 and has been growing in popularity and features. Students can log in (authenticating with ISIS) and check their current print balance, renew their laptop (if they have one checked out) and get information regarding any bills they may have received. CLICC worked with the BAR and URSA teams to implement “link text” so that students checking their balances on URSA can click on a link that will take them directly to the site that will show the details of their print bills and (soon) laptop fines.

2003/2004 Highlights

CLICC staff has been involved with a number of campus initiatives including the Lab Managers group, iCompass, the Wireless Pilot, Identity Management, and Instructional Technology Forum workgroups. Specific achievements in 03/04 were the development of a new student computing resource brochure through iCompass, and leading the wireless pilot support group. CLICC staff also updated the computerlabs web site to enable students to edit their job applications online.

CLICC Annual Report 2003/2004 August, 2004 Page 5

Geology Laptop Lending Desk +

More YRL Laptops

Video Editing Support

Instructional Support

In consultation with the CLICC management group, we are currently investigating CLICC’s role in providing instruction to faculty and students. CLICC was initially set up as a facility where faculty would provide their own expertise. As CLICC grew, we developed workshops for students to learn about some of the applications we offer. We are increasingly seeing a need for more instruction specific to some courses. For example, an instructor wants their students to create a web page as their final project, but there is not time during the course for web page creation instruction. If the CLICC Executive/Management groups believe that CLICC should take on a more instructional role, we’ll be expanding that aspect of our operation.

Working with OID since the closure of the Instructional Multimedia Production Lab, CLICC will be taking on some new responsibilities supporting faculty and students editing video as part of their course assignments. The NAS (network attached storage) will allow students in these classes to store large video files and work on them throughout the quarter. CLICC will also provide training to our student consultants on iMovie to help assist students working on video projects. To accommodate special data needs associated with video, CLICC is also setting up a multimedia superstation where students can digitize video from tape, and save their projects to a DVD. The IMPL provided high-end support for these kinds of classes and we will continue to work with OID and individual faculty members to make the transition to using CLICC facilities as smooth as possible.

CLICC is planning to open a new laptop lending desk in the Geology library in Fall 2004 with 10 laptops. We are adding an additional 15 laptops to the YRL lending desk to meet increasing demand at that site.

2004/2005 Goals

CLICC Student Workstation Inventory

04/05Lab PCs 92

Macs 9  Total 101

Classrooms A 15(PCs) B 24  C 59  Total 98

Laptops for Loan Powell 1 75(PCs except Powel 1 (mac) 5 where noted) Powell 2 (cart)*32  YRL 50  Music 10  Biomed 20  SEL/EMS 20

Geology 10   Total 222

Mobile Classrooms (Carts) PC* 32  Mac 16  Mac 16

Total 64

Total Student Workstations  453* PC cart is used for laptop lending when not being used in a class. The number is only counted once in the total.

CLICC Annual Report 2003/2004 August, 2004 Page 6

Terminal Services

Web Site Updates: CLICC, MyCLICC and

Computerlabs

Touchscreen Kiosks

Campus Initiatives:

Lab Managers Group

Wireless

Training

iCompass

Helpdesks

Identity Management

CLICC will continue to provide regular input to iCompass regarding student services, and work to update documentation that will help students navigate the complex array of computing resources available to them.

CLICC will continue to lead this group and manage the computerlabs.ucla.edu web site as it has since 1997.

CLICC will continue to work on the terminal services project to help make software available to more students. We intend to launch the server by the end of Winter 2005 with some specialized applications.

A project through AIS, the Identity Management initiative seeks to develop a common identity used to authenticate/authorize our various kinds of users to access campus resources. CLICC represents student computing labs, and provides input regarding what labs need to know about their students in order to grant access.

2004/2005 Goals

The Helpdesks group is new as of summer 2004, and the goal is to build a network of help desk staff to assist each other with questions or problems. As there is no central technical help desk, students/faculty/staff call on various help organizations for assistance, and this initiative will try to bring some of that expertise together to help serve our constituents more efficiently.

As the wireless pilot went into production, CLICC has been involved with the new Wireless Standards Body and is leading the support workgroup to a set of support and communication standards for campus implementation of public wireless networks. CLICC’s goal is to help make wireless more accessible to students, and also to participate in technical discussions to make implementation of public wireless areas easier for network administrators.

We implemented a feature in MyCLICC in the summer of 2004 to allow students to set up their own print accounts. Previously, they had to see a consultant do to this. However, now that MyCLICC authenticates each user, we can allow students to add and track print accounts more easily. For the coming year, we’re also updating the entire web site to make navigation easier.

In 03/04, CLICC implemented a test kiosk on the third floor to help students find classroom availability. We installed the hardware in the Powell lobby, and will launch a full-featured touchscreen kiosk to help guide students to resources available at CLICC and throughout the College Library. Specifically, these kiosks will show the current availability of lab stations, laptops, and classrooms in addition to hours of operation and building maps.

CLICC has been working with ATS to host some technical training sessions to help keep costs for all participants down. We will also be hosting a language testing service with OID and ETS to pilot a program to offer computer-based-testing to international students.

CLICC Annual Report 2003/2004 August, 2004 Page 7

Lab and Classroom Drop-In UsageThe lab is filled to capacity most hours during weekdays and is well used late at night and on weekends as well.

Since the lab opened, we have not seen a significant decline in demand. As we added laptops to try to relieve the congestion in the lab, we found that our laptop checkout numbers rose, but the lab traffic remained about the same.

For 03/04, overnight logins from 2am-8am were: Fall 6,776, Winter 6,512 and Spring 6,068 totaling 19,356. This is about 4% of the total logins for the FWS year. Although overnight usage isn’t a very high percentage, we believe that offering lab services ‘round the clock is worth the minimal staffing expense.

0

20000

40000

60000

80000

100000

120000

140000

160000

180000

200000

Total Lab and Classroom Logins: 1999-2004

Series1 50286 127148 140184 136629 9540 85505 161664 163561 60901 174534 150561 162498 67469 177976 184570 172047 71897 172980 165273 164372 55705 157541 159916 158111

Su 1998 F 1998 W 1999 S 1999 Su 1999 F 1999 W 2000 S 2000 Su 2000 F 2000 W 2001 S 2001 Su 2001 F 2001 W 2002 S 2002 Su 2002 F 2002 W 2003 S 2003 Su 2003 F 2003 W 2004 S 2004

CLICC Annual Report 2003/2004 August, 2004 Page 8

Classroom Bookings

This chart shows the breakdowns of instructional hours across the groups that use CLICC classrooms. This is for all three classrooms combined between the hours of 8am-6pm.

This includes the cart bookings.

The following table shows the number of hours the cart was used for instruction. The percentage column shows the percentage of total instructional hours the carts represented.

0

50

100

150

200

250

300

350

400

450

Humanities 255.5 225.5 302 298 304.5 271.5 354 324 429.5 377 426 349

Social Sciences 80 92 64.5 80.5 41 142 74 74 129.5 89 70 319

Other 203 187.5 192.5 117.5 83 128.5 109 200 251 95 177 120

F '00 W '01 S '01 F '01 W '02 S '02 F '02 W '03 S '03 F '03 W '04 S '04

CLICC Classroom Instruction Hours by Division

PC Mac Tot. %

F 02 8 0 8 1.6%

W 03 35 0 35 5.6%

S 03 50 0 50 6.6%

F 03 35 2 37 6.6%

W 04 69 37 106 15.8%

S 04 75 27 102 12.9%

CLICC Annual Report 2003/2004 August, 2004 Page 9

CLICC Classroom Undergraduate Instruction Hours: M-F 8am-6pm

Classroom Bookings: Undergraduate InstructionThe top chart shows the increasing percentage of instructional hours in the classrooms over time.

From 6pm to 11pm, classes are rarely, if ever booked, so those hours are considered drop-in time.

The bottom chart shows the decreasing percentage of undergraduate instruction relative to other instruction. This is due to the increasing number of graduate TA courses using the CLICC lab, and also some staff sessions.

Undergraduate courses have not been displaced because of other uses of the classroom, but availability for drop-ins is impacted.

0

100

200

300

400

500

600

700

800

900

1000

Instructional Hours 538.5 505 559 544.5 461.5 589 517 621 763 561 673 788

Drop-In Hours 838.5 849 797 865.5 948.5 821 815 727.5 521.5 849 737 622

% of instruction time 40.53% 39.79% 43.48% 38.62% 32.73% 41.77% 42.20% 48.40% 63.01% 39.79% 47.73% 55.89%

F '00 W '01 S '01 F '01 W '02 S '02 F '02 W '03 S '03 F '03 W '04 S '04

CLICC Classroom Instruction Hours: M-F 8am-6pm

F '00 W '01 S '01 F '01 W '02 S '02 F '02 W '03 S '03F '03 W '04 S '04

Instructional Hours

0

100

200

300

400

500

600

700

800

Instructional Hours 538.5 505 559 544.5 461.5 589 517 621 763 561 673 788

Undergrad instruction hours 435.50 396.00 401.00 466.50 369.50 348.00 305.00 317.00 429.00 377.00 426.00 349.00

F '00 W '01 S '01 F '01 W '02 S '02 F '02 W '03 S '03 F '03 W '04 S '04

CLICC Annual Report 2003/2004 August, 2004 Page 10

0

5000

10000

15000

20000

25000

Laptop Checkouts 1999-2004

Pow ell YRL Music EMS Biomed Cart

Car t 0 0 0 0 0 0 0 0 0 0 0 0 0 694 1069 960 1453

B iomed 0 0 0 0 0 0 0 0 0 0 0 372 707 878 761 718 733

E M S 0 0 0 0 0 0 0 0 0 0 0 464 605 693 608 572 775

M usi c 0 0 0 0 0 0 0 0 0 0 0 312 440 390 382 345 334

Y R L 0 0 0 0 0 570 1369 1995 2361 2590 2889 3811 4434 4765 4127 4315 4067

P owel l 1651 2467 3855 4992 4873 6130 10620 11761 12951 12870 12010 14672 15182 14690 13268 13631 12905

Winter 1999 Spr ing 1999 Fal l 1999 Winter 2000 Spr ing 2000 Fal l 2000 Winter 2001 Spr ing 2001 Fal l 2001 Winter 2002 Spr ing 2002 Fal l 2002 Winter 2003 Spr ing 2003 Fal l 2003 Winter 2004 Spr ing 2004

Laptop UsageCurrent Laptop Totals 2003Powell: 80 (incl. 5 macs)YRL: 35Biomed: 20SEL/EMS: 20Music: 10PC Cart: 32Total: 197

All of the laptops are equipped with built-in wireless networking capability and CLICC works closely with campus organizations to coordinate wireless support information.

The PC cart is used for checkout when not being used for classes. The macs carts are only used for classes, not general checkout.

Summer note: We modify our laptop checkout program during the summer due to lower demand. Summer usage:2001: Powell=1,420. YRL=1812002: Powell=1,710. YRL=6492003: Powell=3,396 (no YRL)

The zeros in the chart show that the lending desk was not yet open.

Laptop Checkouts by Location 1999-2003

CLICC Annual Report 2003/2004 August, 2004 Page 11

Budget Summary and ProjectionsCLICC was subject to cuts in only 19900 funds which accounts for approximately 33% of CLICC’s appropriations.

To spread our hardware budget out, we moved from a two-year replacement cycle to a three-year replacement cycle on student workstations. Servers are replaced and updated as needed.

There are no substantial changes to hours or services predicted in the foreseeable future.

Five Year Estimated Appropriation Summary  

Category  

02/03 Budget

1.7% cut in 02/03

03/04 Budget

w/6% cut

04/05 Budget

w/7% cut in 19900

05/06 Estimated

Budget

06/07 Estimated

Budget Notes

Budget Adjustments   ($10,459) ($28,980)      

03/04 reflects a 6% cut (estimate), future years assume same cut. (6% of 19900 appropriations: $28,980)

Appropriations after adjustments   $862,365 $876,668 $848,560 $848,560 $848,560

Adjustments to original appropriation include a fund transfer to SSC and to CDH for support (approx. $30,000 each).

IEI funding   $360,000 $360,000 $360,000 $360,000 $360,000  

Carry-Forward Balance   $853,910 $420,237 $112,373 $372,780 $85,693  

Total New Appropriation   $1,222,365 $1,207,688 $1,208,560 $1,208,560 $1,208,560  

Total New Appropriation + Carry-

forward balance   $2,076,275 $1,627,925 $1,320,933 $1,581,340 $1,294,253  

Five Year Estimated Expenditure Summary

actual actual projected projected projected

Hardware Sub-Total   $930,351 $773,377 $175,000 $715,000 $621,840proceeds from laptop and monitor sales in 04/05 estimated at $110,000.

Software Sub-Total   $41,752 $67,590 $85,000 $85,000 $85,000  

Career Staff Sub-Total   $291,700 $311,404 $319,300 $328,879 $338,745  

Student Staff Sub-Total FWS (excluding print fund)   $193,959 $290,612 $263,853 $271,768 $279,921  

S&E Subtotal   $92,613 $74,156 $105,000 $95,000 $95,000  

Total Expenditures   $1,550,375 $1,517,139 $948,153 $1,495,647 $1,420,507  

CLICC Annual Report 2003/2004 August, 2004 Page 12

66160 Income Fund SummaryBeginning in January, 2004 CLICC was approved to charge late fines to students returning laptops late, and replacement fees for students failing to return CLICC equipment that was loaned to them.

Expenses for replacement fees are simply the costs of the items being replaced. (Headphones, external drives, etc)

Expenses for late fees include student staff time and some costs of printing documentation for informing students of the fines.

Category1st Quarter (Jul-Sep)

2nd Quarter (Oct-Dec)

3rd Quarter (Jan-Mar)

4th Quarter (Apr-Jun) FY 03/04

Printing Expenses $48,914 $64,542 $34,691 $127,369 $275,516

Printing Income $333 $73,236 $72,873 $167,250 $313,692

Printing Balance ($48,581) $8,694 $38,182 $39,881 $38,176

Equipment replacement costs (F1) Subcode 22418 $0 $0 $219 $0 $219

Replacement Fee Income $0 $0 $221 $0 $221

Replacement Fee Balance $0 $0 $2 $0 $2

Laptop Late Fee costs (F2) Subcode 22417 $0 $0 $1,920 $7,377 $9,297

Late Fee Income $0 $0 $1,926 $7,416 $9,342

Late Fee Balance $0 $0 $6 $39 $45

Carry-Forward Balance from 02/03 $75,650        

Total Fund Expenses $48,914 $64,542 $36,830 $134,746 $285,032

Total Fund Income $333 $73,236 $75,020 $174,666 $323,255

Total Fund Balance ($48,581) $8,694 $38,190 $39,920 $38,223

Estimated carry-forward to 2004/2005 $113,873

Ledger (actual) carry-forward to 2004/2005 $109,387

CLICC Annual Report 2003/2004 August, 2004 Page 13

CLICC Contact

Information

Locations

General Phone

Web Site

Staff

Drop-in Lab: 145 Powell Library 206-0271

Classrooms: 320, 320B, 307 Powell Library 825-8208

Powell Laptop Lending: 140 Powell 794-1018

Powell Laptop Lending (cart): 236A Powell (mobile)

YRL Laptop Lending: 1st floor YRL near reference desk 267-5464

Music Laptop Lending: 1st floor Schoenberg, near circulation desk 267-5423

Biomed Laptop Lending: Main floor, Biomed Library (12-077 CHS) near circulation desk 267-5425

SEL/EMS Laptop Lending: 8251 Boelter Hall, near circulation desk 267-5424

Geology Laptop Lending: 4697 Geology 206-5624

206-0271

CLICC’s general information line rings in 145 Powell – often open 24 hours. Outgoing voicemail message indicates hours.

http://www.clicc.ucla.edu

Manager Lisa Kemp Jones 145 Powell 206-3040 lkemp@ucla.edu

Systems Manager Ricardo Garcia 330 Powell 206-3880 ricardo@clicc.ucla.edu

Laptop Coordinator Charles Ahn 330 Powell 267-5101 charlie@clicc.ucla.edu

Classroom Coordinator Jessica Tiregol Mentesoglu 307A Powell 825-8492 jessica@clicc.ucla.edu

Administrative Assistant Gabrielle Mittelbach 145 Powell 794-5700 gm@clicc.ucla.edu

Technical Support Coordinator Salvador Zapien 145 Powell 825-3974 szapien@clicc.ucla.edu