RR WORKGROUP. Requirements and Relocation Team (R&R) Friday March 4, 2011 President s Boardroom C111c 3:00 4:30 p.m. Agenda

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1 Requirements and Relocation Team (R&R) Friday March 4, 2011 President s Boardroom C111c 3:00 4:30 p.m. Agenda 1. Team Expectations 2. Look and Feel of the new Centre: Student Engagement and Discovery Transaction and Triage Support Services Upper level 3. Communications in support of the Move 4. Relocation Plan Meeting Notes: 1. Outcomes and Expectations of the R&R team To provide advice and recommendations on: - Look and Feel of new Student Services Centre by Zone (see concept drawing) - Zones: Student Engagement, Discovery, Triage and Transaction, Student Support, Administrative (upstairs) - Communications in support of the Move - Relocation plan overall Additional: - Not to determine what is going where - Reference: presentation from VPSS kick off held on Feb. 17/11 - Registrar, Kathy Hayes team Jobs and Process Design met Feb Dean of Students, Rachel Matthews team Requirements and Relocation March 4 - Leadership team or both teams meet March 10 - Meetings each week, alternating between JPD, R&R, both - R&R team will have a total of 4 meetings - VPSSE meets regularly with Wayne Reminders: - Student lens - Check identity at the door

2 - Build on strengths - Leverage lessons learned Not included in new SS Centre: - faculty offices - MSA, MCACES - Ancillary - Some student services Athletics, Health, Accessible Learning Services testing and learning technology (in close proximity) - Assessments for Success Ron Taylor - More open more light new ramping system outside the new Centre at south entrance - More space & transparency - Demolition has started - Construction beginning in 2 weeks - June 1 st start move in - Important to use natural light - Space energy retrofit - Space designed with maximum flexibility - Wayne Poirier - We will have operational plan to support moves - Need to understand we have certain confines due to renovating we are not building new - Some items for parking lot to be shared with the JPD group - Concern about records - Student ambassadors, signage etc. in front entrance - Wall moving back in front of Student Life - Student engagement student involvement MSA, MCACES, employment link between us and Job Centre - Student lounge could be future corridor to new building - We will define terms ie: Mohawk Signature Space - Learning Studio = classroom book for sessions holds up to 26 people - Triage not just moving SS to new centre frontline will be defined referral from here to the support area (advising, counselling, accessible learning services) will be worked out

3 - Behind the scene functions detailed functions will be upstairs to allow concentration primarily no students accessing the upstairs - Records will be on second floor secured in a room - How do you envision space to look and feel to student? Mohawk Signature Space cover next meeting When students come in to counselling they assume their info will remain private # ing system think about deaf/blind etc. multi generational Communication - What do people need to know? - Large SS event for all SS - Get your team to help make list - blog Look and Feel - Overall First Impressions of the new SS Centre: Site Lines Welcoming Discovery/Leads you in Efficient easy to find what you need convenient, easy to move in and out Eye to eye You see people > people vs technology Acknowledge vs hand over hand Public space animation (step by step support) Multigenerational/multi sensory Diversity spectrum Accessible Student Support Zone Quiet, calm Homey Warm less glass/steel Soft colors Safe/confidentially Respect for privacy Front of House video monitors (something to do in?) Use monitors pro-active, intuitive? Cosy/comfortable not officey Easy to get in and out of

4 Security money/cultural/mental health Volume Student Engagement Calendar availability in front lobby Engagement Open Bright colors & lighting Energetic Comfortable for all age groups Accessible Clearly defined for what it is Inviting Flexible/moveability K.I.S.S. Reception desk Could have racks going around desk to hold calendars, brochures etc Glass wall ½ wall brochure rack for HSR schedules & other info Lounge Ticket # system Wireless & wall plugs Repeating videos about college Inviting Comfortable seating but not too comfy TV/Video monitors Use student work to decorate walls graphic design, painting artwork etc. Flexible Bright in lighting, but calmer in colours than engagement Doughnut style bench could have solid surface to display calendars etc.

5 Action Items Next Meeting Bring a list of requirements Look and feel of 2 areas missed Discovery/Signature space and upstairs Specialized equipment & requirements Connect with those not at meeting 2. Communication What is needed now? Internal Student Services message from VPSS office - broad announcement High level communication to faculty and staff Rachel & Wayne Web site, blog under development Any questions send to Susan Taylor