UBC Faculty of Medicine Medical Education Program Videoconference Room Utilization Report - 2016 1. Introduction The UBC Faculty of Medicine educates health professional and life sciences students at the undergraduate, graduate and postgraduate levels, and pursues research in the laboratory, in clinical settings and at the population and public policy level to improve the health of people worldwide. The Faculty provides innovative educational and research programs through an integrated and province-wide delivery model. Through the support of clinical faculty, students receive educational experiences in urban, regional, community and remote settings. Campus locations include 4 University Academic Campuses, 11 Clinical Academic Campuses, 16 Affiliated Regional Centres and 65+ Community Education Facilities/ Rural and Remote Distributed Sites. The Faculty is recognized nationally and internationally for research innovation that advances knowledge and translates new discoveries to improve the health and well-being of individuals and communities. UBC Faculty of Medicine educates medical and health professionals in the province through its distributed education programs. Currently there are 1,146 students in the MD undergraduate program, approximately 1169 trainees in the postgraduate program, and over 450 health professional students in physical therapy, occupational therapy, midwifery and audiology & speech sciences throughout the province. In 2005, BC s government committed $27.6M to the Ministry of Health in order to create Academic Space within clinical facilities around the province, and $14.9M to install the necessary videoconferencing technology within those academic spaces, to support and deliver distributed medical education program in the province. An integral component of the distributed programs is the ability to deliver high-quality distributed undergraduate and postgraduate education in real time (videoconference) between all of the University Academic Campuses, Clinical Academic Campuses, Affiliated Regional Centres and Community Education Facilities. This also fosters the creation of a full academic environment by supporting activities such as Academic Rounds, Faculty Development and Continuing Medical Education. Distributing education and learning through videoconferencing expands the user base, saves time, reduces duplication and ensures the UBC Faculty of Medicine, the Ministry of Health, the Health Authorities derive maximum benefit from the investment. Copyright / Permission to Reproduce These materials are produced and/or compiled by the University of British Columbia Faculty of Medicine and are covered by the provisions of the Copyright Act, by Canadian laws, policies, regulations and international agreements. Such provisions serve to identify the information source and, in specific instances, to prohibit reproduction of materials without written permission.
2. Executive Summary Videoconference rooms - Overall usage: 41,965 videoconference and non-videoconference sessions amounting to 103,952 hours were booked in videoconference rooms in 2016. Number of sessions increased by 5% from 2015 to 2016. Number of hours increased by 9% from 2015 to 2016. Videoconference rooms Videoconference usage: 10,337 videoconference sessions amounting to 66,282 videoconference hours were booked in videoconference rooms in 2016. Number of videoconference sessions increased by 7% from 2015 to 2016. Number of videoconference hours increased by 8% from 2015 to 2016. Room usage was highest on Tuesdays, Wednesdays and Thursdays, accounting for 72% of all activities, and 80% of education activities. The largest percentage increase was in PG curriculum (44%) and Education Program Planning and Organization (31%). Movi users participated in 3,437 of 10,337 videoconference events, accounting for 33% of events. VC Anywhere (WebEx) users participated in 1104 of 10,337 videoconference events, accounting for 11% of events. Videoconference rooms, portables Commissioned / Decommissioned: 8 new videoconference rooms were commissioned in 2016: Vancouver Fraser: Surrey Memorial Hospital (1), Vancouver General Hospital (2) Northern BC: University Hospital of Northern BC (1) Interior BC: Royal Inland Hospital (4) 12 existing videoconference rooms and portables were decommissioned in 2016: Vancouver Fraser: Lions Gate Hospital (2), Surrey Memorial Hospital (2) Vancouver Island: Royal Jubilee Hospital (2) Northern BC: University Hospital of Northern BC (2), University of Northern BC (1) Interior BC: Royal Inland Hospital (3) Videoconference Room Utilization Report - 2016 - Working Page 2 of 13
3. Overall Usage 3 Year Trend The following chart shows overall usage increase or decrease in percentage over previous year from 2014 to 2016. 4. Videoconference Usage 3 Year Trend The following chart shows videoconference increase or decrease in percentage over previous year from 2014-2016. Videoconference Room Utilization Report - 2016 - Working Page 3 of 13
5. Videoconference Usage 3 Year Comparison The following table shows a comparison of videoconference hours by user type from 2014 to 2016, and the increase or decrease in percentage from 2015 to 2016. User Type 2014 2015 2016 % increase or (decrease) 2015 to 2016 UG Year 1 Curriculum 1484 1512 1470 (3) % UG Year 2 Curriculum 2866 2673 2213 (17) % UG Year 3 Curriculum 8717 6724 6439 (4) % UG Year 4 Curriculum 435 585 591 1 % Postgraduate Curriculum 6053 7231 10443 44 % Academic Rounds 7671 10136 11150 10 % Health Institutions & Academic Programs 4922 5634 6545 16 % Health Professions 1906 2095 2436 16 % Health Authority 3016 3539 4109 16 % Education Program Planning and Organization 6580 6746 8872 31 % Faculty of Medicine Operations 17062 15655 14570 (7) % Faculty of Medicine Business 1486 1246 1054 (15) % Faculty of Medicine Research 187 168 181 7 % Student Programs 2477 2938 2755 (6) % Total Hours 59,936 61,247 66,282 8 % Total # of Events 9,134 9,682 10,337 7 % Average # of Sites per event 3.34 3.38 3.36 Average # of Hours per event 1.96 1.87 1.91 Summary: Videoconference usage has increased consistently since 2014. The largest percentage increase in 2016 was in PG curriculum and Education Program Planning and Organization. In Scope: Usage is reported from rooms listed in Appendix A. Out of Scope: Setup time hours is not included in the calculation. User Type: Examples of events that fall under the different user types are provided in Appendix B. Videoconference Room Utilization Report - 2016 - Working Page 4 of 13
6. Videoconference Usage User Type The following chart shows videoconference hours and percentage by user type. Summary: Education sessions including Academic Rounds and Health Professions (highlighted in grey) account for 52% of videoconference hours, while Education Program Planning & Coordination and Education Operations (highlighted in orange & blue) account for 35% of videoconference hours. User Type: Examples of events that fall under the different user types are provided in Appendix B. Videoconference Room Utilization Report - 2016 - Working Page 5 of 13
7 Videoconference Usage Day of Week The following charts show videoconference hours for education activities and all activities by day of week. Rooms used for education sessions are typically busiest on Tuesdays, Wednesdays and Thursdays. Videoconference Room Utilization Report - 2016 - Working Page 6 of 13
8 Videoconference Usage Site and Region The following charts show videoconference usage in percentage by site and region. Videoconference Room Utilization Report - 2016 - Working Page 7 of 13
9 Overall Usage Site and Region The following charts show total usage in percentage by site and region. Sites with higher than 40% overall usage are considered busy sites. Not all local sessions are captured for some sites (e.g. CWH-Chan, LSC-GAL, ARC sites such as CGH). MSAC sessions are typically held in the evenings from 5-9 pm. Videoconference Room Utilization Report - 2016 - Working Page 8 of 13
Appendix A The following videoconference rooms and portables were used for data collection and reporting: Clinical Academic Campus and Affiliated Regional Centre Health Authority Rooms VCH DHCC 1020, 2201, 2230, 2250, 2252, 2256, 2262, 2263, 2264, 2267, 6150, 11116, 11124, 11268, 11282 ECC 100, JPPN 141, 1 JPPN 1891, JPPN 3414, RCCBC 620 LGH 2501, 2506, 2507, 2512, 2514 RH 1763, 1772, 1908 SPH 4/5, 1413, 1477, 1500 No. of rooms 2 MSAC 103, 104, 110, B08 4 PHSA Chan 2111, CSB V220, V221, V222, SHY D308, E404, E409, F414, H214 9 FHA VIHA NHA ARHCC Baker 1, BGH 633, CGH ICU2. RCH 017, 025, 026, 074, 05-06, 07-08. SMH M-B110, M-3525, M-3526, M-3602, M-4003. CDH 045, CRH IMP, NRGH 2053, 2060, PMH 056, SJGH 0100, WCGH 2340C RJH 011, 120, 122, 123, 125, 130, 219, 223, 231, 246 VGH 1908, 1912, 1914, 1916 DCDH Bsmt, FSJH 713, 715, MMH, PRRH PRISM UHNBC 5005, 5011, 5017, 5030, 5032, 0501, 0505, 0512, 0513, 0514 IHA KBRH ER2, KLH 416, RIH 1404, 1405, 1406, 1407, VJH 5-162, 5-169. KGH 106, 228, 235, 237, 250, Portable University Academic Campus Univ. Campus Rooms UBC CBH 101, DETW 1C13, IRC 305, 324, FRIE 141, 142, 204, 237, SJH 104. LSC 1004, 1008, 1013, 1312, 1443, B2131. 20 12 14 21 15 14 TOTAL 109 No. of rooms UVIC MSB 107, 131, 150, 160, 210, 310, 350, Portable (2) 9 UNBC NHSC 9-110, 9-200, 9-235, 9-292, 9-370, 9-374, Physio 4-328, Portable 8 UBCO RHS 129, 148, 223, 227, 250, 257, 260 7 15 TOTAL 39 1 JPPN 1891 Vancouver Coastal Health Authority room. 2 MSAC Medical Students Alumni Centre rooms. Videoconference Room Utilization Report - 2016 - Working Page 9 of 13
Appendix B User Types and Events: Examples of events that fall under the different user types are listed below: Curriculum: Undergraduate years 1-4, Postgraduate, Academic Rounds (maintenance of current knowledge by faculty educators). Health Institutes and Academic Programs: Activities related to Health Professions, University Departments and Health Authorities. Education Program Planning and Organization: Undergraduate & Postgraduate Education Committees, Tutor support, Pre-Block, Block Chair, Student Assessment & Promotion, meetings related to Admissions. Education Operations: Curriculum Renewal, Council of Undergraduate Associated Deans (CUAD), Clinical Education Facility Committee and meetings related to Evaluation Studies Unit, Facilities & Technology. Faculty of Medicine Business: Dean s Weekly, Dean s Executive, Faculty Executive, CALI Governance, Monday Issues, Department Head, Dept. Head Search Committee, meetings related to CHES. Faculty of Medicine Research: Activities related to Research Centres. Student Programs: Health & Wellness Initiatives, Study & Interest Groups, Medical Journal Clubs, and events initiated by Medical Undergraduate Students. Videoconference Room Utilization Report - 2016 - Working Page 10 of 13
Appendix C The following policy (#2) is used to book UBC Faculty of Medicine videoconference rooms: ------------ Policy #2: Booking Videoconference Facilities on Health Authority Campuses Intended Audience: Faculty and program staff including Department Heads, Program Directors, Program Coordinators, Program Assistants, Departmental Administrative support, Academic Session Coordinators, AV technicians, Inter-Site Operations Managers, Inter-Site Room Bookers, Faculty Liaisons as well as Health Authority administration. Sign-off Authority: Clinical Education Facilities Committee (CEFC). This policy resides with the Manager, Academic Shared Resources, Space Planning and Facilities Management. Table of Contents: 1. Preamble... 12 2. Management of the Facilities... 12 3. Access to Videoconference Facilities... 12 Videoconference Room Utilization Report - 2016 - Working Page 11 of 13
1. Preamble The UBC Faculty of Medicine, in collaboration with the BC Ministry of Health and the six provincial Health Authorities has completed the initial phase of a multiyear plan to construct new clinical academic space in the provincial health authorities. These facilities are required to enable the expansion of the Faculty s medical educational programs throughout the Province. This policy has been established for the booking of these videoconference facilities for the implementation stage of their use. This policy will be reviewed annually and an issues resolution mechanism developed to track and resolve issues. 2. Management of the Facilities The provision of space in hospital settings for educational activities is set out in the Academic Space Protocol (ASP), to which the Faculty of Medicine, all Health Authorities and the Ministry of Health are signatories. The new facilities are covered by the ASP and therefore, UBC will manage the booking of the rooms using a centralized scheduling system for all distributed sites. The following policy will apply to all videoconference facilities listed in the UBC Academic Space Protocol Inventory as filed annually with the Ministry of Health (a listing of these facilities to be attached to the Policy) 3. Access to Videoconference Facilities Due to the high demand for videoconferencing facilities, and the relatively limited resources available to meet this need, the booking of these facilities for the delivery of the distributed medical education programs will be allocated in accordance with the following priorities: First priority: All activities related to the delivery of: a) UBC Faculty of Medicine undergraduate, postgraduate, health professional and continuing professional development education; and b) Administrative activity in support of academic programs of the Faculty of Medicine. Second priority: UBC Faculty of Medicine- associated research programs and University-based health sciences education not covered in First priority. Third priority: Health Authority administration and related activities such as Telehealth. Fourth priority: UBC student-initiated programs (UBC Policy #107). Fifth priority: Community and other activities as per UBC and health authority policies. 4. Access Control and Custodianship Access Control and Custodianship will vary by site. Please contact the local room booker. Videoconference Room Utilization Report - 2016 - Working Page 12 of 13
5. Bumping As availability of videoconference rooms is limited, videoconference events will have priority over nonvideoconference events. Circumstances not envisaged under this policy will be reviewed on a case by case basis. If a resolution is not found, the request will be escalated to the Manager Academic Shared Resource. 6. Audiovisual (AV) Support Services Availability and cost of audiovisual technical support and service, maintenance and repair varies with location. No charge will be levied for such support for teaching administration and required undergraduate and postgraduate teaching. Cost recovery may be required from other users. Comments on this policy or requests for deviation are to be directed to the Manager, Academic Learning Spaces, Space Planning & Facilities Management. -------------- Date: June 5, 2016 Prepared by: Anil Patel, Manager, Academic Learning Spaces Videoconference Room Utilization Report - 2016 - Working Page 13 of 13