An Hour in the Life of the Modern Campus

October 10, 2017


Colleges and universities are struggling to perform a delicate balancing act of keeping tuition affordable while managing costly facilities. Budgets are tighter than ever, antiquated buildings are inefficient, and outdated scheduling processes lead to decreased productivity, necessitating campuses to find new approaches to space and resource management.

Fortunately, strategies are evolving to help institutions everywhere meet this challenge. And one technology in particular is having a significant impact: the modern scheduling platform.

The room and resource scheduling platform enables campus and event planners to efficiently and cost-effectively schedule classes, exams, meetings, athletic facilities, student unions, libraries, and more. This single, centralized platform replaces disconnected IT systems and mistake-prone processes, allowing academic institutions to improve their risk management profiles and capitalize on their real estate.

To see the platform in action, let’s take a look at a microcosm of university life: one hour in the day of the modern campus.

Campus Scheduling Made Easy: Thursday @ 1 p.m.

1:00 p.m. The Popular Introductory Class
This early afternoon time slot is host to the largest class of the day, a popular “Introduction to Psychology” course of 500 students. Efficiently heating and cooling the lecture hall was a challenge prior to the platform implementation, but these days, the meeting and room scheduling data is synced with various HVAC and building control systems. This has saved the college not only climate control costs (to the tune of 55 cents per square foot), but also eliminated scores of labor hours per month in building control system management.

1:05 p.m. The Faculty Meeting
Across campus, a bi-weekly faculty planning meeting for the Engineering department is getting underway. The organizer had booked this meeting via a customized Web form, and he received automatic updates and confirmations during the planning process. Because the meeting’s location, time, and attendees change regularly, he uses the platform to enable email alerts, thereby error-proofing scheduling processes and ensuring communication.

1:15 p.m. Lunch with the President
Planning and managing large meetings and events requires coordination among many parties, as evidenced by the monthly president’s luncheon. Happily, the service and scheduling technology ensures accurate and timely service deliveries with automated change and cancellation notifications. The university can accommodate and manage all inventory within this reservation, including the tracking of the food and beverages at the luncheon and the post event interactions with AV and catering services.

1:20 p.m. Pets and Paintball
Campuses with a scheduling platform see many benefits, including increased transparency and better coordination among event planners. Nowhere on campus is this more apparent than at today’s large sorority petting zoo and paintball tournament fundraiser on the main quad. The event is coordinated through the campus’ public health department, which is responsible for all aspects of planning (traffic, insurance, participant waivers, campus police, etc.). Before centralized scheduling, important details would go missing, but the platform’s dashboards ensures that all parties have been notified and that the necessary approvals have been secured.

1:30 p.m. The Job Fair
Let’s head over to a campus recruiting event in the student center. Representatives from external businesses are gathering to find business students for summer internships. These corporations have been invited to attend through the scheduling platform, which automatically manages campus visitors, including sending automatic emails with information on parking, booth setup and takedown, and how to schedule private one-on-one meetings spaces for interviews. Digital room signs in the center help students to see when and where their meetings are, and these are all tracked in the scheduling platform.

1:45 p.m. Impromptu Sports Team Practice
An athletic field has just become available, and the captain of the field hockey team hops onto her mobile phone. She opens up the platform’s mobile app and books the space with the push of a few buttons. The mobile scheduling app is integrated with the main scheduling database in real time, ensuring that the soccer team does not double book the field. The app also works well for other self-service spaces on campus, such as personal study areas, music rooms, and parking spaces.

1:50 p.m. The Evening Jazz Concert
Meanwhile, vendors are preparing for a happy hour jazz concert for the visiting alumni group. The university invoices these vendors directly from the scheduling platform, and this single source for ordering decreases operating costs by eliminating wasted service deliveries and multiple scheduling systems.

Maximizing ROI on the Modern Campus

Classes, faculty meetings, recruiting sessions, student fundraisers, athletic gatherings, alumni events – the resource scheduling platform has been hard at work today, and that’s just over the course of one hour! When you multiply that one hour by the many others in the day, it’s clear that campus scheduling is a complex issue that’s here to stay.

The modern campus needs the tools to manage this complexity so that institutions can deliver the right services at the right time and to the right place. By eliminating wasted services, under-utilized spaces, double-booked locations, and overlapping operational systems, your campus – just like the university depicted here – can remove costly budget drains. And as an added bonus, the tools’ resource usage reports help you gain insights into ways to create new revenue opportunities.

To find out how EMS’ room and resource scheduling platform can help power your modern campus, please visit