Media Services to Faculty, Staff & Students

Media Services to Faculty, Staff & Students

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Version: May 12, 2009

GENERAL INFORMATION

I. Requests for services must be submitted electronically, via the appropriate online form.

    • Requests submitted otherwise are neither processed nor prioritized in the same fashion, and are more prone to errors in submission. It is in your best interest to follow procedure.

II. Technicians provide services to academic and public buildings on campus only, prioritizing support for those events directly related to the educational mission of the University. There are no residential services.

    • Whenever classes are in session, supporting technologies for teaching and learning spaces remain the top priority for technicians;
    • Some multimedia setups cannot be accommodated in buildings without elevators, or in other spaces which make for unsafe working conditions;
    • Student residences, including fraternities, sororities and theme houses, are not eligible for on campus media services; see also Additional Information for Student Organizations section, below.

III. All setup requests, equipment loan requests, or revisions to a prior request must be submitted with at least 24 hours advance notice via the online form. Requests for weekend setups require at least 72 hours advance notice.

    • Given insufficient notice, requests are considered low priority and may not be completed;
    • Media setup and service is always dependent upon staff workload and/or equipment availability.

IV. Technicians may be available outside of business hours to perform limited services for faculty and staff events.

    • Media setup requests to occur outside of normal business hours must be submitted at least 72 hours in advance;
    • Staff time and resources are limited; these requests are addressed on a case-by-case basis.

V. Technicians may be able support video recording of classes or events, dependent upon several factors, in addition to those outlined above:

    • Recording equipment is of limited availability;
    • High profile events have priority;
    • We are typically unable to provide technicians to run the equipment, but able to train your designee to do so.

VI. Technicians may be able support the transfer of video materials to another media format if:

    • The University owns full copyright to the original material;
    • The project is professional/academic in nature;
    • The original is not archival material;
    • A budget code or new media** is provided;
    • A single* copy is requested;

*Please note that archival or multiple copies should be accomplished by professionals. We can refer you to professional service providers.

**If you will supply the new media, please verify in advance an appropriate brand/type by contacting the our technicians.

ADDITIONAL INFORMATION FOR STUDENT ORGANIZATIONS

Many spaces are equipped with technology; you can easily find more information about these spaces online [http://infotech.stlawu.edu]. Reservations for most of these spaces are accomplished through Dining and Conference Services. However, if you need to utilize our services instead of using a technology-enhanced space, please review the guidelines below.

VII. Requests are not processed for individual students, or for student residences; only for authorized student organizations and for academic and public spaces on campus.

    All requests for student organizations:

    • Are processed through the appropriate online form;
    • Require suitable advance notice (see above);
    • Are approved only upon verification with the responsible advisor or supervisor responsible or an appropriate Student Life administrator;

    Setups for student organizations may be arranged:

    • During normal business hours during the academic year;
      • Monday - Friday, 8:00 a.m. - 4:00 p.m.;
    • Require appropriate advance notice;
      • 24 hours, minimum; 72 hours for weekend requests;
    • Public or academic locations, on campus only.

    Equipment loans for student organizations:

    If you wish to borrow equipment, please note that a limited selection is available. Note also that:

    • We do not supply sound equipment (e.g. microphones, amps, mixers, speakers);
    • We require at least 72 hours advance notice for these services;
    • Failure to return loaned equipment in good working order and in a timely fashion will result in suspended privileges for that organization to borrow equipment;
    • Student organizations may be charged for repair or replacement of damaged or missing equipment.

VIII. The IT HelpDesk is accessible after hours and on weekends to assist with equipment loan services for student organizations.

    • Equipment loan resources are limited;
    • Equipment loans are arranged first come, first served, based on time of submission and validation by supervisor or other responsible party;
    • Equipment loan requests must be submitted electronically;
    • An electronic confirmation is required to validate the request;
    • An electronic response is generated to indicate equipment availability;
    • Students must provide a computer, audio equipment, or other peripherals required for the setup.

Once approved, students must pick up and return equipment in Madill/at the IT HelpDesk.

    • IT student HelpDesk staff will verify that equipment is in working order prior to loaning the equipment, and again when receiving the equipment upon return;
    • How-to-Use documentation is included;
    • IT/HelpDesk staff will demonstrate equipment;
    • SLU student who signs out the equipment on behalf of the organization is responsible for the setup;
    • IT HelpDesk staff may be able to provide over-the-phone assistance for the setup (x5770), however, we are not able to provide on-site assistance.

OTHER CONSIDERATIONS

IX. Technicians are not able to accept additional setup requests during major event/event weekends, sometimes referred to as "high profile events", such as:

    • Board of Trustee meetings
    • Admissions visit days or other admissions events
    • Moving Up day
    • Commencement, including the week prior to commencement
    • Alumni reunion weekend
    • Orientation & matriculation days
    • Convocation & first day of classes
    • Family weekend
    • Laurentian leadership weekend
    • January Technology Festival

X. Outside entities are assessed fees for the above services.

XI. Any exception to the above policy requires formal approval of a Co-CIO for Information Technology.