A-V Services to Faculty, Staff & Students

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

II. A-V staff provide services to academic and public buildings on campus only (no residential services), prioritizing support for those events directly related to the educational mission of the University.

• Whenever classes are in session, supporting electronic teaching and learning spaces remain the top priority for A-V technicians.

• Some A-V 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 A-V services. See also Additional Information for Student Organizations, below.

III. All A-V setup requests, equipment loan requests, or revisions to a prior request must be submitted with at least 24 hours advance notice (excluding Saturday/Sunday) via the online form.

• Given insufficient notice, requests of this nature are considered low priority, and may not be completed, dependent upon workload and/or equipment availability.

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

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

• Equipment set ups to record a class may be arranged
  • We do not provide staff to run the equipment
• Equipment set ups to record an event may be arranged
  • A-V staff may be available to run the equipment for high profile events
  • Otherwise, we do not provide staff to run the equipment
• Recording equipment is of limited availability
  • High profile events have priority

VI. A-V staff 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 in the area.

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

ADDITIONAL INFORMATION FOR STUDENT ORGANIZATIONS

Many classrooms and other spaces are permanently equipped with technology. Using VPN or an on campus connection, you can find more information about these spaces. Reservations for most of these spaces are accomplished through Conference Services. However, if you need to utilize A-V 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 advisor or supervisor responsible for the student organization

A-V setups for student organizations may be arranged:

• during normal business hours
  • Monday - Friday, 8:00 a.m. - 4:00 p.m
• require appropriate advance notice
  • 24 hours, minimum, excluding Saturday/Sunday
• public or academic locations, on campus only

A-V equipment loans for student organizations:

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

• We do not supply sound equipment (microphones, amps, mixers, speakers, etc.)
• We require at least 72 hours advance notice
• 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 A-V equipment loan services for student organizations. See HelpDesk hours...

• Equipment loan resources are limited:
  • video/data projector & associated cabling
  • portable projection screen
• Equipment loans are arranged first come, first served, based on time of submission and validation
• Equipment loan requests must be submitted electronically
  • an electronic confirmation of supervisor/advisor’s approval 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 to/from 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
  • 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. A-V 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

X. Any exception to the above policy requires formal approval of the CIOs for Information Technology.