Members who didn't have one from the previous semester but will be continuing
Team leads of each subteam
Any other members who would like a code
Students on the leadership team
Room codes should NOT be given to:
New 196/296 students
Someone more experienced should be in the lab when 196/296 students are in the lab
To obtain a room code students should:
Go to the EE Office and obtain the Room Access Form
There are also some in the filing cabinet drawer titled “Financial”
Have the student fill out the form and obtain Dr. Kuh's signature
Turn the Room Access Form back into the EE Office and the secretary will give the student a code
Students should test that their code works
Update LabRoomCodes.xlsx spreadsheet in SCEL Leadership > Infrastructure > Lab
Create new tab titled the semester and year
Copy rows from previous semester that are colored white and paste on newest tab
White cells are people with room codes
Red cells are people whose room codes were deleted
Move students no longer in the lab to the bottom of the spreadsheet and color cells red
Add any students who recently got or will be receiving a room code to the white cells
Updating lab codes
EE secretary clears old codes after each semester
Students who would like to keep their code need to refill out a Room Access Form
Let the EE secretary know whose codes you will be deleting
Lab Schedule
Purpose of making a lab schedule is determining set hours during the week when the lab will be open so students without codes can get access to the room easily
Before the semester begins send out email to members who will have room codes
Create a doodle with half hour time blocks from 9:00-6:00 for all week days
Avoiding scheduling teams for working in the lab during times where lots of students without codes have class
Ask students to fill out doodle with their availability to be in the lab
Ask for all available times they are willing to submit so that you have flexibility in determining the schedule
Requirements for students submitting hours for the semester
396 and 496 students will be required to come into the lab for at least 5 hours a week
196, 296 and 499 students for at least 3 hours a week
Teams will be required to come in during the same hours
Teams will be required to split their hours over at least two days during the week
Create the schedule based off of the doodle
Work with the hours given to you from the Doodle in Excel to make the schedule
Add a new tab to the LabSchedule.xlsx in SCEL Leadership > Infrastructure > Lab
Title tab with semester and year
Copy template from the “Template” tab to the new semester's tab
Insert team names and hours
Color in blocks and put number of hours at the first cell of the time block
Black out areas where many students have hours to avoid schedule people there
Also include team meeting times
Keep track of the number of students in the lab
Make sure only a few teams at most are in the lab
Make sure there will be enough space in the lab for everyone scheduled at that time
Teams can revise their availability later but you should have tentative times down before the Orientation meeting so 196/296 teams and those without codes can determine their schedule at that meeting