• Room codes should be given to:
  • 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

• 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

Contributing authors:

Created by cobatake on 2016/02/19 19:58.