Scheduling study groups

Use course enrollment and previous attendance to estimate demand for study groups.
In general:
enrollment < 50 = 1 or 2 study groups per week.
enrollment 50-150 = 3 or 4 study groups per week.
enrollment 150-250 = 5 or 6 study groups per week (one day that is "doubled-up" with two study groups).
Large Enrollment: dual study groups (2 meetings at the same time, each with a pair of preceptors, every study group day) handled demand and variability well in a class with enrollment of 511 in SP13. If there were 12 or more attendees (not including preceptors), groups remained split. Fewer than 12, preceptors merged and led one group.

Consult with the SP and/or professor to identify which days the study groups should be on for each course, and create a master list of "all study groups per week." You don't need to set times yet.

A large number of preceptor applications is a reliable indicator of demand for study groups. When in doubt, go with the higher number. Use tripled preceptors instead of pairs to retain flexibility: 2 groups, each with 3 preceptors, can easily be turned into 3 study groups per week led by pairs. Schedule study groups conservatively and plan to add if the demand calls for it. Better to have large crowds and need to add a study group or two than to have no attendance (which leads to sad and flaky preceptors).

A low number of preceptors applications does NOT predict anything. It's just a hassle.

Reserve rooms in time blocks with the Registrar's office. Vacuum up any general-purpose classrooms with moveable chairs, capacity 20-45ish, in JES, the 6-pack, CLA (primo real estate!) or any building centrally located. Sunday 2-9 pm, Monday through Thursday, 4-9 pm, or as much of that time as you can get. It's common to get a room "every day but Tuesday" or with some restrictions on particular dates, which you will need to communicate to the relevant SP.  Must have media console. For Sunday rooms, ask if the building is usually unlocked on the weekend (6-pack is pretty safe) to avoid lock-outs.

create a google doc accessible by SPs only to claim the rooms they want for their study groups.  Include clear directions—color text blue and type Prof name and hours of use. 

popular rooms to reserve include: all on 6 pack (MEZ/PAR), JES, GAR–great for chalkboards.  Make sure all have movable chairs!

plan for ~18 classrooms Sun-Wed, fewer on Thurs (12) if supporting ~20 courses.

ask SPs to adjust as needed.  ask SPs to email me if they need more/different rooms than what is on the list.

When finalized (and only when finalized) send me list of course, sg times, locations, and in a separate list all preceptors for the course.  I need to include a template to follow for this.

If you are doubling-up study groups, as for a large enrollment course, schedule those first. Look for rooms next to each other, or on the same floor, or definitely in the same building.

Schedule remaining study groups into available spaces. Study groups can be shortened to 1 hour if necessary. Shift times: if a particular class has a 7 pm study group on Tuesdays, make the Thursday group for that class at 5 to maximize the matching with student schedules.

You might have reserved rooms or times that you don't actually need. Don't release them unless you have lots of extra space/time. Preceptors will want to shift times or rooms, and it's easier to meet their needs if you still control some spaces.

Update your master list of study groups with start/end times and locations, then proceed to update the preceptor application.

Reservations end on the last class day, so finals-related study groups need to be booked individually. Say "extended office hours" to the Registrar.