Audio Visual Equipment, Services, and Classroom Policies

AV Equipment and Classroom Support Services Policy Who Can Reserve AV Equipment Room Use Policy Rental Policy

Audiovisual Equipment and Classroom Support Services Policy Effective October 17, 1997 by action of the Board of Trustees, with fees effective for uses beginning after January 1, 1998. I. NO-COST EQUIPMENT AND SERVICES AV equipment and services will be provided at no cost under the following conditions. For "UNIVERSITY PURPOSES," which are defined as scheduled classes and their examinations, any lectures and meetings that are directly related to the curriculum and the management of state-supported education/research programs, and academic/administrative support needs. (Requests for exemptions to this definition are subject to review by the Executive Director for Enrollment Services. Changes in the definition are reviewed for approval by the University Classroom Upgrade Committee.) In classrooms scheduled through the Office of Enrollment Services (OES). 7:00 a.m. - 7:00 p.m. Monday through Friday in non-distance education classrooms. (Support for weekend use must be requested 30 calendar days before the use date.) 8:00 a.m. - 9:00 p.m. Monday through Friday in distance education classrooms. (Support for weekend use must be requested 30 calendar days before the use date.) For supply and routine maintenance of Media "packages," of AV equipment carts, and of special equipment in the university equipment inventory of AV equipment. Users can expect AV staff to maintain this equipment and to provide basic training in its use. With a 24-hour advance pre-reservation (30 days for weekend use) for non-distance education purposes, subject to the prior availability of staff and equipment. Powering up distance education equipment 30 minutes before use; shutting down distance education equipment during dark intervals. For minor trouble-shooting in immediate response to faculty calls for assistance. Placing calls for emergency service. For maintenance of an equipment pool. For faculty coaching and training, as needed to prepare faculty to conduct a class without full-time AV support services. Audio visual support staff will be available to University and hospital requestors at no charge during regular hours to deliver, startup/test, and remove from university classrooms any audio visual equipment in the university's standard inventory. There is a $30 charge per hour or fraction thereof if the audiovisual technician is requested to remain in the room throughout the program. For reasonable security of equipment. For periodic and routine testing of equipment for functionality. II. PAY-FOR-EQUIPMENT AND SERVICES AV equipment and services will be provided at a charge as follows. For NON-UNIVERSITY purposes, defined as non-state supported events; UMA and Medical Center-sponsored meetings, classes, and events; educational group/professional development meetings, workshops, and events that include non-MUSC persons and/or that require any attendees to pay fees to participate; and the like. (Requests for exemptions to this definition are subject to review by the executive director for enrollment services. Changes in this definition are subject to review and approval by the University Classroom Upgrade Committee.) In classrooms on campus not scheduled through OES. 7:00 a.m. - 7:00 p.m. Monday through Friday; when available, OT = 1.5 X hourly rate. (Support for weekend use must be requested 30 days ahead.) 8:00 a.m. - 9:00 p.m. Monday through Friday in distance education locations on campus where DE technology is used for non-university purposes. When available, OT = 1.5 X hourly rate. (Support for weekend use must be requested 30 days ahead.) For charges posted on the Schedule of Fees for Equipment and Services. (Fees are subject annually to review and approval by the University Classroom Upgrade Committee in advance of any changes.) For equipment checked out from the university pool to be used for non university purposes and/or in classrooms not scheduled through OES. (A single checkout period may not exceed 24 hours.) With a 24-hour advance pre-reservation request for general daily support (5 working-day advance notice for distance education daily support) (30 day advance notice for weekend use) for non-university purposes subject to prior availability of staff and of equipment. For minor trouble-shooting in immediate response to client calls for assistance. Calling for specialized emergency service. For equipment check-out/return service hours of 7:00 a.m. to 7:00 p.m. Monday through Friday. (Late charges are 1.5 X the rate X number of days past due.) A full refund of charges will be allowed if written notice of cancellation for equipment and/or service is received prior to 5:00 p.m. of the workday preceding the event. There are no partial refunds. Audio visual support staff will be available to University and hospital requestors at no charge during regular hours to deliver, startup/test, and remove from university classrooms any audio visual equipment in the university's standard inventory. There is a $30 charge per hour or fraction thereof if the audiovisual technician is requested to remain in the room throughout the program. III. EQUIPMENT AND SERVICES NOT AVAILABLE THROUGH AUDIO VIDEO SERVICES AV equipment and services are not available as follows. No delivery, operation, repair or maintenance of equipment that is not part of the university's central equipment pool. No training of persons who are not students or employees of the university. No off-campus locations. No on-site/on-campus repair of equipment requiring specialized knowledge and skill. No service during hazardous conditions. IV. AUDIOVISUAL STAFF SUPPORT SERVICES AV staff support will include the following services. Adherence to a daily room-use schedule made available to AV staff by the OES room scheduler at least 24 hours in advance to guide them in proactively ensuring that AV equipment is in place and is operational prior to the scheduled use of the room. Proactive maintenance of AV equipment with ready access to each classroom in which university AV equipment is used. Labeling of all university AV equipment as university property with proper inventory control. Basic training and coaching of faculty in AV equipment use (regularly scheduled training sessions and "tip sheets" that describe basic use procedures and that accompany equipment). Upon prior special request 24 hours ahead, stand-by while the faculty member engages the AV equipment at the start of the class. Audio visual support staff will be available to University and hospital requestors at no charge during regular hours to deliver, startup/test, and remove from university classrooms any audio visual equipment in the university's standard inventory. There is a $30 charge per hour or fraction thereof if the audiovisual technician is requested to remain in the room throughout the program. Minor trouble-shooting in immediate response to faculty calls for assistance. Equipment check-out/return services and fee assessment 7:00 a.m. to 7:00 p.m. Monday - Friday. Maintenance of an equipment pool to ensure that sufficient replacement equipment and equipment-to-loan is on hand. Calculate charges for equipment and services based on location and on use. Process IIT forms through OES. Maintenance of four equipment carts (assigned to the College of Pharmacy and Graduate Studies who use classrooms scheduled through OES that are not being equipped with media packages because the space is slated for major renovation in the future, and to the AV pool). Arrangements for repair services of university equipment in the pool and in OES-scheduled rooms. (Other equipment must be maintained and serviced through the effort of the department owner.) Recommendations to purchase replacement and/or upgraded and/or state-of-the-art equipment. Regular survey of clients to determine their level of satisfaction and their need for upgraded or different equipment. V. DISTANCE EDUCATION SUPPORT AV staff support will be provided for distance education as follows. (See also sections I and II above.) Faculty training and coaching, in collaboration with the distance education director, for those faculty either scheduled to teach or already teaching via distance education. Audio visual support staff will be available to University and hospital requestors at no charge during regular hours to deliver, startup/test, and remove from university classrooms any audio visual equipment in the university's standard inventory. There is a $30 charge per hour or fraction thereof if the audiovisual technician is requested to remain in the room throughout the program. Reasonable security of distance education classrooms and equipment. Support during those times/days and under those conditions stated in sections I and II above. Calling for emergency assistance when equipment fails. Assisting faculty with set-up in the 30 minutes prior to actual broadcast. Proactively testing equipment on a periodic basis. Five working-day advance request for distance education support, subject to availability of staff and equipment. No on-site/on-campus repair of distance education equipment requiring specialized knowledge and skill. Assistance in arranging distance education equipment or service and repair may be made through the Director of Distance Education. No service during hazardous conditions. Who Can Reserve AV Equipment Persons seeking to use audiovisual equipment that is reserved through Audiovisual Classroom Support Services are governed by policies and fees appropriate to their relationship to the university. In general, first priority is always given to faculty for classroom instruction. Other persons employed by the university engaged in the work of the university are awarded second priority. All other persons receive third priority. Persons eligible to reserve audiovisual equipment are... Faculty All members of the university faculty, whether full-time or part-time in employment, including those in Continuing Education, are eligible to request to reserve audiovisual equipment for use on the MUSC campus. Administration and Staff All members of the university administration and employees who are employed on a full-time basis, including those in Continuing Education, are eligible to request to reserve audiovisual equipment for use on the MUSC campus. Students All MUSC students currently enrolled, whether full-time or part-time but excluding those in Continuing Education, are eligible to request to reserve audiovisual equipment provided their request is endorsed by a regularly employed faculty member or program advisor who is willing to assume full responsibility for that student's use of the audiovisual equipment on the MUSC campus. Other state agency employees Employees of State agencies other then MUSC may request to reserve audiovisual equipment for use on the MUSC campus. Proof of employment by the State may be required along with statements describing the purpose for which the equipment will be used and accepting liability for damages to the equipment. Public agency, charitable agency, philanthropic agency representatives Representatives of such agencies may request to reserve audiovisual equipment for use on the MUSC campus. Proof of affiliation will be required along with statements describing the purpose for which the equipment will be used and accepting liability for an damages to the equipment. Corporations Representatives of corporations may request to reserve audiovisual equipment for use on the MUSC campus. Proof of employment will be required along with statements describing the purpose for which the equipment will be used and accepting liability for an damages to the equipment. General public Members of the general public may not request to reserve audiovisual equipment due to concerns over liability for State-owned property. Further information is available under "A/V Use Policy" and "Costs." Back to Top Room Use Policy The following restrictions apply to each of the university classrooms scheduled for general use through the Office of Enrollment Services. For additional restrictions in special-use rooms/areas Horseshoe, AL Portico, and AL Lobby, please click here. Additional restrictions for Distant Education rooms BS202 and SN220 are as follows: No food or drink shall be allowed in Distant Education classrooms BS202, Basic Science Building or SN220, College of Nursing Building. Additional restrictions for university classroom HE628H in the Clinical Science Building are as follows: No food or drink shall be allowed in the classroom HE628H, Clinical Building. This policy is newly authorized by the Office of the Vice President for Academic Affairs/Provost and by the Deans, to be in effect from January 19, 2004, until June 19, 2004. 1. Occupants are required to have prior university approval to use a university-scheduled classroom. Arrangements must be made at least 24 hours ahead of the intended use, through the Office of Enrollment Services, 792-1537. 2. Occupants are not permitted to smoke in any university classroom. 3. The requestor/sponsor is fully responsible for any repairs or excessive maintenance required in the opinion of the University to restore the room to its original condition. When food or drink are brought in, the requestor/sponsor is also responsible to remove any unconsumed food and drink at the end of the meeting. Requestors/sponsors who cause damage or excessive maintenance will not only be liable for repairs but will also be put on probation such that one or more instance of damage will result in denial of room use privileges for one calendar year in any campus facility scheduled through the Office of Enrollment Services. Eating and drinking are prohibited in university distance education classrooms. 4. Occupants are expected to restore tables and chairs when they leave the classroom to the same order as when they arrived. 5. Occupants are expected to take away with them all materials they brought into the room except for those things they put in the trash. 6. Occupants are expected to put all trash in the trash containers. 7. Occupants are requested to report... housekeeping problems (overflowing trash containers, dirty carpet, etc) by calling 792-4119 physical plant problems (burned out light bulbs, leaks, broken windows, etc) by calling 792-4119. audiovisual equipment problems by calling 792-4167. 8. Occupants should not adjust temperature controls. 9. Occupants are expected to replace hand-held portable remote controls and microphones to their proper storage locations. 10. Occupants are expected to supply their own markers of the proper kind for whiteboard use, and to clean the board when they leave the room. 11. Occupants are required to receive prior training in the use of any audiovisual equipment, particularly of any distance education equipment, and to exercise special care in the use of all university equipment 12. Classrooms are unlocked by a Public Safety officer prior to 7:30 a.m. and are locked by 6:00 p.m., unless evening classes are scheduled for that room. (Note: distance education classrooms have special security procedures in place, and faculty must be cleared by the Distance Education Director before they will be allowed to use these classrooms.) Rental Policy ETS will bill the user for any equipment that is requested and is not included in the standard classroom AV package (see ETS's web page for standard equipment package). We will bill for all AV support at the published rates in non-supported areas. There is a minimum charge of $15.00 for a technical support visit to ANY non-supported room. A LCD projector is seen as part of a standard classroom packard. There is no charge for this equipment for a regular academic course. When equipment is delivered, a $15.00 delivery charge will be added to equipment cost unless the client is paying an operator fee. Back to Top