Introduction

Vrije Universiteit Amsterdam, known for its pleasant study environment and open access policy nestled in the Zuidas, has taken a significant step in improving the campus experience for its 32,000 students. Following a collaboration with Omnia, the university offers a long-awaited solution: a digital overview of facilities, allowing students to more easily find a quiet and suitable place. This initiative is particularly relevant in a vibrant campus setting, where busy study spaces, especially during exam weeks, pose a challenge. By guiding students to less crowded study spots using sensor technology, VU aims for a more even distribution of traffic across the campus and better utilization of available spaces.

Project Description

For many years, the lack of information about study facilities has been the most common complaint in the National Student Survey (NSE). Students at Vrije Universiteit Amsterdam regularly express concerns about overcrowded study areas and the absence of a clear overview of available spots. First-year students, in particular, find it difficult to navigate the campus and locate suitable study places. These challenges are exacerbated by the lack of a central overview of available study spaces.

In response to the growing student population and to replace the old Mathematics and Physics Building, a new university building opened in 2021 (link). This building provides space for a diverse selection of study facilities. However, due to the complex internal layout, students often have difficulty securing a study spot. In response, clear priorities were established, both from students and the Facility Campus Organization (FCO).

Students simply wanted a better campus experience and formulated three concrete wishes. Firstly, they desired an overview of all study places and the associated facilities. Additionally, they wanted real-time information about the campus's busyness to plan their study time more efficiently. Nothing was more frustrating than not finding a spot on campus after already travelling to the university. Finally, they wished for more promotion of social interactions and improved discoverability of study places through wayfinding.

On the other hand, VU wants to embark on the development of the Smart Campus of the Future. The FCO (Facility Campus Organization) wanted insight into the occupancy and utilization rates of study facilities, aiming for an even distribution of busy spots across the campus and a better understanding of facility usage by students.

To achieve these goals, Vrije Universiteit entered into a collaboration with Omnia in 2022 and decided to use the PLEQ software. The objectives set were as follows:

• To provide an enhanced campus experience for students by providing them with real-time information about available study places, busyness, recommendations, and the ability to rate study spots. This allows students to plan their study time more effectively and experience less stress during busy periods.

• To create a more even distribution of busyness across the various study facilities and the entire campus, reducing overcrowded spaces and offering students more choice and flexibility when selecting study places.

• To enable a more efficient use of real estate by optimally utilizing existing study rooms before the university considers adding new facilities. This promotes sustainability and cost savings.

PLEQ focuses on achieving these goals through sensor technology and the launch of Omnia’s PLEQ app, and aims to contribute to a more social and productive learning environment at Vrije Universiteit Amsterdam.

Use of Sensors

To meet these needs, VU chose counting sensors installed at study rooms. These sensors count the number of students present and collect real-time data on occupancy and busyness in various spaces on campus.

VU has gradually started installing sensors to build experience and test the accuracy of the sensors on location. All entrances of the 6 campus buildings are equipped with counting sensors. This way, insight is provided into the occupancy of all campus buildings in a pragmatic manner. In addition, with a minimal investment, 50% of all study rooms have been fitted with these sensors. At the launch of PLEQ, the application uses existing infrastructure.

PLEQ

PLEQ was launched on January 1, 2023. This innovative web app offers students an intuitive and convenient way to discover and manage study spots. The main features of PLEQ include:

• Interactive 3D Map: With an interactive 3D map, users have immediate access to an overview of the campus, including building hours and a real-time busyness indication per building.

• Overview of Study Spots: Students can easily find available study places based on location, availability of power outlets, and other criteria.

• Real-time Busyness Information: The app shows students the current busyness in different study rooms, enabling them to choose quieter spots.

• Filters and Options: Students can filter study spots based on their individual preferences, such as the presence of power outlets, quiet zones, or group workspaces.

• Recommendations: This feature provides students with immediate advice on the most suitable study spots based on their preferences and availability. Using smart algorithms, students can quickly make decisions about where they want to study.

• Rating a Study Spot: Students can rate study spots and share their opinions. These ratings help the university understand what students value in study spaces and improve the quality of those spots.

Results

After the launch, PLEQ announced itself on campus through an Instagram post. Also, by means of the panels where PLEQ can be used on campus, much interest has been generated. Eventually, 50% of the campus uses PLEQ monthly for their study time on campus. This indicates broad acceptance and active participation from the student community. The fact that nearly half of the students use the app monthly underscores its value and relevance within the academic environment. The application has thus become an essential tool for a significant number of students, and the growing number of users indicates a positive impact on the campus community.

Having a place where you feel comfortable is a fundamental condition for my study success. PLEQ helps me easily find that place and greatly contributes to my campus experience. - P. Groß, student Big Data Engineering VU (translated from English)

Through our recommendation feature, we guide approximately 400 students daily to underutilised and lesser-known areas of the campus. This has led to clear changes in building choice. There is a trend where more and more students are moving from the Main Building and W&N to the NU Building and the O2 Building. This is a shift from the older to the newer buildings.

The greatest change can be found in the O|2 Lab Building. This building is located at the edge of the campus and is particularly unknown to first-year students. As a result, many study facilities in the O2 Lab Building remain underutilised. Through the recommendations feature, study spaces in this building were often suggested, leading to a significant increase in the usage of these facilities, namely 42%. This is just one of the many examples of how PLEQ contributes to a better distribution of busyness across the campus and within a building.

In Brief:

• With remarkable speed, the app has reached an average of 14,000 monthly users , which speaks to extraordinary acceptance within a short period.

• Every day, about 400 students are efficiently guided to underutilised parts of the campus (primarily O|2 Lab Building), allowing them to discover new study spots and avoiding lingering at busy hotspots . This enables the university to gain more control over campus behaviour.

• The app has ensured a even distribution of busyness on the campus and a notable shift of students from the busiest building, the Main Building, to other locations such as the NU Building and the O|2 Lab Building. Additionally, it has resulted in an impressive increase of 42% in visitors to the O|2 Lab Building, where study facilities previously remained underutilised.

• By better distributing students across campus and reducing peak locations, we can now accommodate more students, thereby improving the efficiency of our facilities.

• PLEQ received over 1,100 valuable mini-surveys in 10 months , leading to insights on study facilities and students' experiences.

Keys to Success: The PLEQ Success Formula

The success of PLEQ at Vrije Universiteit Amsterdam is the result of a smart combination of strategic decisions and factors that have made the project a success so far.

Privacy Aspects and Data Protection - Respect for Privacy:

When setting up the PLEQ project, privacy and data protection were central. Unlike the use of cameras, which can raise privacy concerns, VU opted for PIR-based people counting sensors. This choice was based on respecting students' privacy, as these sensors only detect movement without recording personally identifiable information. This ensured accurate data collection without infringing on students' privacy.

Web Application Instead of a Native App - Convenience and Accessibility:

A crucial move that contributed to the success of the PLEQ app was the decision to go for a web application instead of a native app. This choice was made based on student demands for speed and ease of use. It also removed the barrier of downloading an app, allowing students direct access to all app functions via their web browser. This made the app not only fast but also accessible to a wide audience, contributing to its tremendous acceptance.

Panel at Building Entrances - Visible Reminder:

A prominent success factor was the presence of PLEQ panels at the entrances of university buildings. These panels served as a visual reminder for students to use the app. Students didn’t even need to download the app to try it out, lowering the threshold even further. This made the app quickly recognizable and easily accessible to students, stimulating acceptance and use.

Information about the Student Panel - Community Input:

Another crucial element was the involvement of the student panel, consisting of diverse students from various faculties and study levels. This panel voiced the concerns of the student community and played an active role in the app's development process. During three interactive user sessions, they came together to share valuable insights and feedback on the app's design and functionality. Thanks to their contribution, significant improvements were made before the launch, ensuring the app closely met the needs of students and contributed to its success.

"What students particularly appreciate is that they can not only view available space in the app, but also check amenities, such as the presence of coffee or power outlets. Moreover, students can rate study spots, making spaces with amenities naturally popular.” - I. van Genderen, Consultant Integrated Sustainability Goals at VU

With this unique combination of factors, the PLEQ project at Vrije Universiteit Amsterdam has not only exceeded its objectives but has also had a lasting impact on the campus experience of students.

"We are cautiously beginning to assess efficiency," explains Van Genderen. "In case of success, we aim for expansion. Even lecture halls that are not in use could temporarily be added as study spots in the app.”

The Future on Campus

In an ever-changing educational environment, with hybrid working, blended learning, and rapidly emerging technology, the traditional campus is also in transformation. Facility services face new challenges. The future campus will be a breeding ground for innovation where spaces act as hotspots for knowledge exchange and creative ideas. Managing this changing campus environment will be more efficient thanks to smart tools.

Campus real estate managers will increasingly utilize data for strategic decision-making. By using advanced data analytics, they can gain accurate insights into the performance of real estate portfolios. This data-driven approach enables campus managers to make informed decisions about investments, space optimization, and enhancing overall operational efficiency on campus.

The future campus experience is promising. Let’s strive together for an innovative and inclusive learning environment. Discover how PLEQ and Omnia contribute to this on our website. Together, we build an inspiring future for higher education!

Marwan el Morabet (CTO @ Omnia), 2024