Finding and Reading Resolutions
For student assistants, new BOT namings will be normally passed along by a senior Data Analyst through a Smartsheet task. In that case, the new rooms will be attached as a pdf, already cut out from their original file. If asked to find them in the first place, the resolutions are originally found listed as Certified Resolutions in the Board of Trustees Meeting Minutes, usually posted onto the website a few days after the meeting. Check the document’s index for resolutions titles like “Naming of Internal Spaces – University Hospital” or “Naming of the Minnie M. McGee Academic Success Hub” to find the ones pertaining to naming. Resolutions are varyingly specific but usually contain enough information like the room number or what the room is used for to identify the space in person. A singular resolution may pertain to the naming of multiple spaces.
Field Verification
Once a list of spaces has been created, visit the spaces with a camera to verify their names match what was listed and take reference photos of the signage (a phone camera works). There should be a plaque or some other item identifying the room nearby. Note if a plaque is missing, and if the wording on the signage varies from the name given in the resolution, note down the other wording. If the wording varies very significantly, like if it seems to thank an entirely different donor from the donor identified in the resolution, alert a supervisor about the discrepancy.
Entry to SIMS
For each individual resolution that names the space, cut out the page from the whole document and rename the new PDF file “Resolution No. [Number] - Internal Space Naming”; for example, “Resolution No. 2000-27 - Internal Space Naming”. The number for that resolution should be given in the document. Note also that the file name uses an ordinary hyphen, and not an em-dash.
These documents should first be added to the Documents module in SIMS. There may be many resolutions to add; in that case, do a mass import. Once in the Documents module, a resolution can be added to its space either individually or through mass import; for the latter, again create a new excel file with columns for the space ID, campus name, building name, floor name, and document name (under which is entered “Resolution No. 2015-34.pdf”, for instance). Columns for the BOT name and the Alternate ID should usually be included as well, since those fields will ordinarily need to be updated.
The BOT Name field of a named space should list the name as specified in the resolution. If the real sign differs from the text specified in the resolution document, enter the really existing text into the Alternate ID field. An illustrative example is Resolution No. 2000-27 naming room 252-02-0200 the “Daniel Everett Edwards Reading Room”, where the actual sign has the text “This Room Given By Raymond E. and Margaret E. Mason, Jr. In Memory of her parents Daniel E. and Avarina Edwards Dedicated October 21, 1999”. If the real sign has only very minor differences in punctuation (a middle initial lacking a period, like “Daniel E. Edwards” vs “Daniel E Edwards”, for instance) ignore it and leave the Alternate ID empty. However, most discrepancies should ultimately be reflected in SIMS. Confirm the spaces were attached correctly after import.
If the resolution has a capital “The” in front of the name, or the name is given within quotes and “the” is included within them as well, count that “the” as part of its official naming, and capitalize it in the latter scenario. If the name is given without quotes and the “the” is not capitalized, do not include it.
Ambiguous Scenarios
Suppose the BOT space named is an outdoor area outside the building not included as a space in SIMS. If it is basically accessible from outside, like an outdoors seating area located on ground level, it is best not to add it. If it is a space one would have to go directly through the building to access, like a second-floor terrace, and there is a clear vestibule to go through to enter it, the BOT name may be attached to that vestibule.