Physics Help Room Digital Queue System

Executive Summary

Date: November 2025

Prepared for: Physics Department Stakeholders

Project: Help Room Queue Modernization Initiative

The Opportunity

The Physics Help Room currently uses a whiteboard-based queue system that has served students well but faces increasing challenges:

• Limited visibility: Students must be physically present to see the queue
• No data insights: We can't measure wait times, peak demand, or course-specific needs
• Manual tracking: Helpers spend time managing the whiteboard instead of helping students
• Accessibility concerns: System isn't accessible to all students (visual impairments, mobility)
• Growth constraints: As enrollment increases, whiteboard doesn't scale

The good news: We can modernize this system while keeping what works (the personal, supportive help room culture) and improving the student experience.

The Solution

A digital queue management system that works on any device (phone, tablet, computer) and integrates seamlessly into our existing Physics Labs website.

How It Works

For Students:
1. Scan a QR code at their table (or visit the website)
2. Sign in with CU credentials (same as other Physics Lab tools)
3. Select their course and describe what they need help with
4. See their position in the queue and estimated wait time
5. Get notified when it's their turn

For Helpers (TAs, LAs):
1. Check in on their phone when they arrive
2. See the queue and call the next student
3. Mark sessions complete with optional notes
4. View their own help statistics

For Faculty:
1. Assign TAs/LAs to their course sections
2. View analytics for their courses
3. Understand when students need the most help

For Managers:
1. View system-wide analytics
2. Optimize helper schedules based on demand data
3. Export reports for assessment and planning

Key Benefits

For Students

✅ See the queue from anywhere - Check wait times before coming to the help room
✅ No more wondering - Know exactly where you are in line
✅ Fair and transparent - First come, first served (no queue-jumping)
✅ Accessible - Works on any device, screen-reader compatible
✅ Faster help - Optimized helper assignments get students help sooner

For Helpers (TAs/LAs)

✅ Focus on teaching - Less time managing logistics, more time helping
✅ Mobile-friendly - Manage queue from your phone while walking around
✅ Track your impact - See how many students you've helped
✅ Better organization - Notes and session history at your fingertips
✅ Flexible breaks - Toggle availability when you need a break

For Faculty

✅ Manage your team - Easily assign and remove TAs for your sections
✅ Understand demand - See when your students need the most help
✅ Data-driven decisions - Analytics show which topics are challenging
✅ Quality assurance - Anonymous student feedback helps identify training needs

For the Department

✅ Measure effectiveness - Hard data on wait times, help volume, peak hours
✅ Optimize resources - Schedule helpers when students need them most
✅ Demonstrate impact - Show funders and stakeholders how we support students
✅ Scale gracefully - System handles growth without adding complexity
✅ Maintain culture - Keep the personal, supportive help room experience

Role Hierarchy

The system uses four permission levels to match real-world responsibilities:

┌─────────────────────────────────────────────┐
│           MANAGER                           │
│  (Help Room Coordinator)                    │
│  • All system permissions                   │
│  • System-wide analytics & settings         │
│  • Manage all helpers & courses             │
└─────────────────────────────────────────────┘
                    │
┌─────────────────────────────────────────────┐
│           FACULTY                           │
│  (Course Instructors)                       │
│  • Assign TAs/LAs to THEIR courses          │
│  • View analytics for THEIR courses         │
│  • Can also work as helpers in help room    │
│  • All helper permissions                   │
└─────────────────────────────────────────────┘
                    │
┌─────────────────────────────────────────────┐
│           HELPER                            │
│  (Faculty, TAs, LAs, Volunteers)            │
│  • Check in/out                             │
│  • Manage queue & help sessions             │
│  • View own statistics                      │
│  • All student permissions                  │
└─────────────────────────────────────────────┘
                    │
┌─────────────────────────────────────────────┐
│           STUDENT                           │
│  (Any authenticated CU user)                │
│  • Join queue                               │
│  • See queue status                         │
│  • Submit feedback                          │
└─────────────────────────────────────────────┘

Key Decision: Faculty can only manage helpers for their own course sections (e.g., PHYS 1110 Section 1). This maintains appropriate oversight while giving instructors control over their teaching teams.

Implementation Timeline

Phased Rollout Plan:

• Phase 1 (Late Fall 2025): Core infrastructure and student sign-in
• Phase 2 (Spring 2026): Helper dashboard, faculty management, pilot testing
• Phase 3 (Spring 2026): Public display monitors, analytics
• Phase 4 (Spring/Summer 2026): Student feedback system, accessibility features
• Phase 5 (Summer 2026): Refinement based on pilot feedback, training
• Phase 6 (Fall 2026): Full launch with all features

Go-Live Target: Start of Fall 2026 semester
Pilot Program: Spring 2026 semester with volunteer helpers and students
User Testing: Throughout Spring 2026 for feedback and refinement

Key Decisions Requiring Your Input

We need stakeholder feedback on several design decisions:

1. Permission Model: Do the four tiers (Student/Helper/Faculty/Manager) make sense for your workflow?

2. Faculty Course Management: Should faculty only manage helpers for their own course sections, or have broader access?

3. Student Feedback: Should student ratings be anonymous to helpers (they only see averages), or visible?

4. Helper Flexibility: Should helpers be able to help students from any course, or only their assigned courses?

5. Queue Display: What information should be publicly displayed? (Names, courses, wait times?)

6. 24/7 Access: Should students be able to join the queue even when no helpers are scheduled (they see a warning)?

Please review the detailed Feature Overview and Decision Guide documents to provide feedback on these choices.

What We're Asking From You

Immediate Actions (This Week)

1. Review the Feature Overview document (8-12 pages)
2. Consider the Decision Guide - which options make sense for your role?
3. Provide feedback via email, survey, or the upcoming stakeholder meeting

Upcoming Meetings

• Faculty Review Session: [Date TBD] - 60 minutes
• Helper Workshop: [Date TBD] - 90 minutes (hands-on demo)
• Student Focus Group: [Date TBD] - 45 minutes

Questions?

Contact: Kristopher Bunker - kristopher.bunker@colorado.edu

Appendix: Additional Resources

• Feature Overview: Detailed walkthrough of all features by role
• Decision Guide: Key choices with pros/cons analysis
• FAQ: Common questions and concerns addressed
• Presentation Slides: For group discussions and meetings
• One-Page Summary: Quick reference infographic
• Technical Plan: Full strategic implementation plan (for technical staff)

Next Steps: Please review the Feature Overview document next for a detailed walkthrough of how each role will use the system.