Computer Lab Reservations Policy - ACA 22.2.1

Last updated March 13, 2017

Purpose

The purpose of this policy is to ensure that Alvernia administrators, faculty, staff and students understand the guidelines and procedures for requesting Computer Lab Reservations at the Media Suite.

 

Scope

Alvernia administrators, faculty, staff and students.

 

Procedures / Guidelines

There are two types of Media Suite Computer Lab Reservations:

  • Academic (lessons, training, projects, presentations)
  • Non-academic (events, personal)

Priority is given to the Academic type, on a “first to reserve” basis.

In order for faculty, staff or students to reserve the computer lab, a service request must be submitted by the person by going to http://www.alvernia.edu/servicedesk/index.html or sending an email to servicedesk@alvernia.edu.  Please state the reason you are requesting the use of the computer lab and when you need to use it.

Please submit requests more than 48 hours in advance so we can accommodate your request.

You will be contacted when your appointment is scheduled on our calendar.

Note:  Individual faculty, staff and students may walk in and use the computer lab during open hours.  This only applies to faculty, staff or students who need to use several computers or the whole lab for a group of people.


Equipment Requests Policy - ACA 22.2.2

Last updated March 13, 2017

Purpose

The purpose of this policy is to ensure that Alvernia administrators, faculty, staff and students understand the guidelines and procedures for requesting equipment from the Media Suite.

 

Scope

Alvernia administrators, faculty, staff and students.

 

Procedures / Guidelines

There are two types of Media Suite equipment use:

  • Academic (classroom, project, presentation)
  • Non-academic (events, personal)

Priority is given to the Academic type, on a “first to reserve” basis.

You may sign out the equipment for a 24 hour time period.  Long-term reservations for items such as presentation remotes, adapters, clickers, etc. are handled on a case-by-case basis and priority is given to Academic use.  There is no guarantee of availability of equipment as there is a limited supply.

After using equipment, please make sure that it is returned on time so that those who have also requested the equipment will not have to wait any time longer than scheduled.

It is expected that the equipment is returned in the same condition as when checked out (with appropriate accessories included). Media equipment is available for borrowing on a short-term basis. All items must be returned within 24 hours. Equipment loaned out on Friday, is due for a return on the following Monday. A late return will incur a fine of $1 per day after the due date.

For certain classes or projects, equipment may be needed for a period of several days. The Media Suite will accommodate such needs as long as there are no pending reservations. If returning equipment proves to be an issue, you may lose the right to reserve equipment.

For damages to an equipment item, the student borrower will be responsible for the repair costs or the cost of the equipment. For a lost item, the student borrower will pay a fine equal to the equipment cost.

Borrowers with limited experience using audio-visual equipment should learn how to set up the equipment and make sure they know how to operate the equipment prior to the scheduled event.

Please Note: Basic tutorial sessions can be scheduled with Media Suite student workers.

The procedures are outlined as follows:

  • Equipment requests are to be placed using the Equipment Request Form. This form can be found in the Media Suite or on the website at http://www.alvernia.edu/mediasuite/forms/Media%20Center%20Equipment%20Use%20Request%20Form.docx
  • Borrower must print the form and submit request in person.
  • Borrower must provide an Alvernia University ID to verify identity.
  • All equipment must be picked up by the borrower and must be checked out in the Media Suite.
  • All equipment must be returned within 24 hours and checked in at the same location.  Fines of $1.00 per day will be assessed if the equipment is kept for more than 24 hours.
  • The borrower assumes the responsibility for the safety and security of the equipment. He or she must report any damage or malfunction, should it occur during use.

Poster Printing Policy - ACA 22.2.3

Last updated: March 13, 2017

Purpose

The purpose of this policy is to ensure that Alvernia administrators, faculty, staff and students understand the guidelines and procedures Poster and Printing requests at the Media Suite.

 

Scope

Alvernia administrators, faculty, staff and students.

 

Procedures / Guidelines

There are two types of Media Suite poster/printing uses:

  • Academic (classroom, project, presentation)
  • Non-academic (events, personal)

Priority is given to the Academic type, on a “first to reserve” basis.

In order for faculty, staff or students to print a poster or a specialty item, a service request must be submitted by sending an email to the service desk servicedesk@alvernia.edu

Please attach the file(s) that you want printed and include the dimensions to be printed.  A representative from the Media Suite will communicate a quote via email.  The cost of the print will be included in that quote and is payable by cash, check or department code.  If you state department code, you need the four-digit department code and five digit line item code; example: 2410-66000.

Please submit requests more than 48 hours in advance so we can accommodate your request.

You will be contacted when your print is ready for pickup.  You must make payment for your item before taking it from the Media Suite.


Training Policy - ACA 22.2.4

Last updated: March 13, 2017

Purpose

The purpose of this policy is to ensure that Alvernia administrators, faculty, staff and students understand the guidelines and procedures for requesting Training at the Media Suite.

 

Scope

Alvernia administrators, faculty, staff and students.

 

Procedures / Guidelines

There are two types of trainings that the Media Suite provides:

  • Academic (classroom, project, presentation)
  • Non-academic

Priority is given to the Academic type, on a “first to reserve” basis.

In order to receive training in the Media Suite, a service request must be submitted by the person by going to http://www.alvernia.edu/servicedesk/index.html or sending an email to servicedesk@alvernia.edu

Please request the type of training, day and time requested.  We provide individual and small/large group trainings.  A representative from the Media Suite will confirm the appointment.


Video and Audio Rooms Policy - ACA 22.2.5

March 13, 2017

Purpose

The purpose of this policy is to ensure that Alvernia administrators, faculty, staff and students understand the guidelines and procedures for requesting the use of Video and Audio Recording at the Media Suite.

 

Scope

Alvernia administrators, faculty, staff and students.

 

Procedures / Guidelines

There are two types of Media Suite Video Recording Uses:

  • Faculty/Staff (lecture capture classroom/online, department)
  • Student (projects, presentations, clubs, organizations)

Priority is given to the Faculty/Staff type, on a “first to reserve” basis.

In order for faculty, staff or students to use the Video Studio, a service request must be submitted by the person by going to http://www.alvernia.edu/servicedesk/index.html or sending an email to servicedesk@alvernia.edu.  Please include a few days/times that you are available to do the recording and how long you are reserving the space for. A representative from the Media Suite will communicate via email when your appointment will be.  Please submit requests more than 48 hours in advance so we can accommodate your request.

We will no longer accept walk-in video recording appointments.

Please allow the Media Suite 72 hours (during business hours) to edit and make your video recordings available for your use.


Video Recording Policy - ACA 22.2.6

Last updated: March 13, 2017

Purpose

The purpose of this policy is to ensure that Alvernia administrators, faculty, staff and students understand the guidelines and procedures for requesting Video Recording on campus.

 

Scope

Alvernia administrators, faculty, staff and students.

 

Procedures / Guidelines

There are two types of Video Recording Requests:

  1. Alvernia Sponsored Events
  2. Department Sponsored Events and Activities

Alvernia Sponsored Events

Definition: Requests for audio/video recording that require the connection to a sound system, Zoom Simulcast, use of various camera angles and video editing for mass, campus-wide video distribution.

Examples include: Nicholas Kristof Lecture, Michael Brown Sr. Lecture, Veteran’s Day Lecture

Policy:  The Information Technology Department will provide student workers and staff to assist in the video recording of on-site events that meet the definition of an Alvernia Sponsored Event. Requests for video recording of Alvernia Sponsored Events must be submitted with a 2 week notice in AdAstra.

Procedure:  Requests must be submitted through AdAstra notifying both Support Services and the Media Suite. Please include the following information in the description field:

  • Date of event
  • Location of event
  • Set up time
  • Start and end time of video recording
  • What you will be using video recording for (this will assist us in the editing process)
  • Who the video is being distributed to
  • Zoom Simulcast requirements
    • i.e. Does the event need to be accessible to our Philadelphia/Schuylkill Campuses?
  • Contact information

Please be sure to indicate all other requests, such as the reservation of laptops, projectors, table set up, catering, etc. in your AdAstra submission.

 

Requests must be submitted with a 2 week notice in order to be accommodated.

 

Department Sponsored Events and Activities

Definition: Requests for audio/video recording that only requires the video capturing of an event or activity are considered Department Sponsored Events or Activities.  These recordings are often used departmentally or for small scale distribution. Additionally, these recordings do not require connection to a sound system, Zoom Simulcast, use of various camera angles and video editing for mass, campus-wide video distribution.

Examples include: Career Development Speaker Series, Classroom Student Presentations, Mock Interviews, Guest Lecture

Policy: The Media Suite will provide equipment and tutorials for all department specific requests that fall outside of the parameters for Alvernia Sponsored Events. The Media Suite is happy to train Student Workers, Graduate Assistants, Volunteers, Faculty and Staff on the use of recording equipment. The Media Suite can provide assistance in editing your recorded material, if necessary. Additionally, the Media Suite will provide links of your material if used for small scale distribution.

Procedure:

In order to accommodate your request, submit a Service Desk ticket with the following information:

  • Date of event
  • Name of student/staff member who will be signing out equipment and recording the event
  • Type of equipment requested
  • Date request for training on use of equipment

http://www.alvernia.edu/servicedesk/index.html

610.927.2008 (ext. 2008 on campus)

 

The equipment will be reserved for the request and available for pick up on the day of the event/activity. Please submit requests more than 1 week in advance so we can accommodate your request.

 

Definitions

 

Alvernia Sponsored Events- Requests for audio/video recording that require the connection to a sound system, Zoom Simulcast, use of various camera angles and video editing for mass, campus-wide video distribution.

Department Sponsored Events and Activities- Requests for audio/video recording that only requires the video capturing of an event or activity are considered Department Sponsored Events or Activities.  These recordings are often used departmentally or for small scale distribution. Additionally, these recordings do not require connection to a sound system, Zoom Simulcast, use of various camera angles and video editing for mass, campus-wide video distribution.

Media Suite