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Enhancing Student Collaboration at Scale: AUTSA's Success Story with Spaces so far...
Saving over $80,000 on the first day and serving a population of 30,000 students
Auckland University of Technology
Auckland, New Zealand
30,000+
The Challenge
- Areas of interest:
- Cut down on administrative time
Massively reduce administration time, a lot of entries for club registration, member management, budget applications, file uploads were done manually, using different systems + spreadsheets. Not only reducing staff workload but also students. - Unify existing systems
A single, unified solution which could replace the need to use 5 other systems with the ability to connect with students across different campuses and faculties. - Add to student experience
Foster a sense of community and belonging among students, especially in times of social distancing and online learning, without compromising their safety and privacy.
The Solution
- Deployed Wavie Applications:
- Spaces CRM+
A dedicated platform to manage and commuicate with students via Spaces Paths. Deployed as a solution for aspects such as student support and service registration. - Club Spaces
Each club has their own space they can use to build their community with a range of customisable plugins. - Adopt a club
A big pain point for clubs is succession. When students leave, a club can be marked as deactivated and new students can 'adopt' it and run it with just filling out our online form. - Club budget management system
Club executives can apply for grants. Staff can make budgets, add staff members, create a step process and review budget requests. Adding executives and members with a single click. - Staff/Student forms
Completely phased out Google Forms.These forms enable students and staff to submit various requests, applications, or inquiries by building their own forms and adding access for other staff to view the results. Examples may include event proposals, equipment requests, membership applications, or general inquiries. - Centralised document storage/access for students
Club documents, handbooks etc. are all hosted within Spaces. Removes the need for external file hosting which can lead to confusion and multiple accounts on different platforms.
The Results
"With Spaces, we can create an environment where students can thrive, connect and explore their passions, while maintaining an exclusive university community. The platform is easy to use, intuitive and allows us to do many things such as, set grant amounts for our clubs, so they can apply for funding directly. This tool will allow us to streamline our documentation, provide more consistent services and will (selfishly) half the time it takes for my team to manually consider applications, making it faster for our students to receive feedback or answers.
With Spaces, we can now also monitor and moderate any issues that may arise within the clubs, and address them directly with our students. Previously we have had issues with servers such as discord, doesn’t require university accounts to be used, therefore, due to lack of jurisdiction and accountability, issues are often harder to discipline. Spaces ensures that our code of conduct is followed, and our students are held accountable for their actions. This means that our clubs and their members can gain the support they need to make a real difference in their communities.
As a community developer, I know first-hand how crucial it is to provide our students with a platform that fosters collaboration and community building. And Spaces does just that, and more!"
- Madeline (student communities manager)
5 systems
Spaces replaced the need to use 5 separate systems.
50% less time
Staff estimate their workload has decreased by a large percentage.
Passed HECVAT Security Assessment
Signifies enhanced data protection and compliance, leading to increased trust and reliability.
Manage at scale:
Provide 100s of clubs with a system that allows them to create and manage their own digital spaces, communicate and collaborate with their members and other clubs, organize and promote events and activities, and access resources and support from the university.
Pictured below: a view of 500 clubs
Pictured on the right: a view of 500 clubs
Useful Tools:
The system can also help clubs with grant applications by providing them with tools and templates to create and submit proposals, budgets, and reports. Clubs can use the system to showcase their achievements, goals, and impact, and to demonstrate how they align with the university’s vision and values. The system can also help clubs track and manage their grant funds, expenses, and outcomes, and to communicate and collaborate with the grant providers and other stakeholders.
Integrated Forms
Create forms and add staff members who can view student submissions. Make them private or open to all students. You have full control and the benefit of unifying yet another system into one place which is easy to access.
