[teknoids] Student org scheduling and file sharing

Edmunds, Doug edmunds at unc.edu
Tue Oct 25 16:37:42 EDT 2016

Hey Cyndi,

IMHO…there is no solution for the problem of too many noontime events and students complaining about never knowing what’s happening. Every law school has this problem because almost every one of us has more student groups than we can count, limited hours during which they can hold their events/meetings, and finite space. We have a robust internal (custom developed) calendaring system that feeds into a daily “Today at Carolina Law” email, and we publish the day’s events throughout the building on digital signage. Students can book rooms based on availaibility and approval by student services staff, and they do, in droves. But after 10 years of working here, students still tell me the best way to get people to attend events is to do three things:

1)       write the details on the edges of the whiteboards in all classrooms; guaranteed eyeballs (though hard to read in large rooms)

2)       hang flyers, flyers and more flyers throughout the building, in designated areas with corkboards, near student printers and common areas

3)       provide free food

Even Facebook doesn’t seem to have as much traction for the plethora of events, though it does help student groups more generally speaking to have Fb pages (yet one more thing we in IT or student services cannot control).

As for sharing information from one year to the next, same problem here. They go off and use Google Drive or Dropbox, communicate haphazardly when the leadership changes, and we get confused students seeking help from IT. We do provide a shared drive in our campus NetApp environment, but student orgs always opt for alternatives. It’s the way of the world…

Yours in sympathy,
Doug Edmunds
Assistant Dean for IT & Adjunct Instructor

From: Teknoids <teknoids-bounces at lists.teknoids.net> on behalf of Cyndi Johnson <johnson at law.unm.edu>
Reply-To: Teknoids <teknoids at lists.teknoids.net>
Date: Tuesday, October 25, 2016 at 3:44 PM
To: Teknoids <teknoids at lists.teknoids.net>
Subject: [teknoids] Student org scheduling and file sharing

Good afternoon,
Our SBA is exploring ideas to solve two ongoing problems because of the ever-revolving door of student organization leadership, including the SBA. Part of the solution will, no doubt, be policy but they are also researching how other law schools handle these issues. I volunteered to post to the list to see what the rest of you are doing. Here are their concerns:

1)       Too many events and workshops scheduled at the same time. These could be during our “golden hour” (ie, lunch) or evenings/weekends. Some of the events are sponsored by the student orgs but obviously, many are put on by the law school (Career/Student Services and others). We do have a process for requesting a room as well as a master calendar, listing all events, but apparently students are not good about checking to see if there are other events scheduled. They say the calendar is too buried on the web site to easily check. Or maybe they just don’t want to take the time to open the website and make two clicks….your call. Anyway, other than displaying the master calendar in a prominent location and perhaps implementing policy limiting the number of events held in any given day, does anyone have suggestions for a solution to this issue?

2)       Although we offer to give student orgs a file share on one of our servers, they have taken to using Google Docs, apparently just because it’s what they know and use for their personal documents. The problem, of course, is there’s no control and not necessarily any continuity when students leave. What do the rest of you to do facilitate this?

Cyndi Johnson
Director/Assistant Dean for Information Technology
UNM School of Law
(505) 277-0695

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