Media Service Policies and Procedures

Check Out Policies

1. Financial Responsibility: Please be careful with the equipment. Any customer who checks out equipment is financially responsible for it while it is in their care. All customers checking out equipment will sign a responsibility agreement. All customers should be aware that any equipment damaged, lost, stolen or not returned on time will result in monetary fines.

2. Reservation of Equipment: It is highly recommended that equipment be reserved in advance of checkout. Please call IT&S at x2525 or stop by Bauman 101 to make a reservation. Please make sure you specify the date, the equipment and the time you are reserving. Any reservations not picked up within an hour of the reservation time will be cancelled.

3. Students Policies: Students are allowed to check out all of the above equipment with the exception of Data Projectors and Laptops. Checkout periods are 24 hours for all equipment. There are fines for overdue equipment.

   • Overdue materials: Due to limited resources, students who return equipment late will be charged a fee for the late equipment. Fines for returning equipment late are charged by the hour. The fines will be stored in our computer system. Any student with a fine on his or her account cannot checkout equipment until the fine has been paid. Fines can be paid at the IT&S Helpdesk during its normal business hours.

   • Reservation Policy: Students on the reservation list may reserve equipment ahead of time. Those students who are not on the list and need to reserve media equipment for academic purposes can reserve equipment if they are able to obtain professor endorsement. Those students who do not fall into these categories may come to help desk and checkout media equipment but may be denied access to equipment to support the needs of the campus as a whole.

   • Faculty/Staff Policies: Faculty/Staff are allowed to check out all of the above equipment for 24 hours. Special arrangements can be made with the IT&S Helpdesk (x2525) so that Data Projectors may be checked out or if the reservation will exceed 24 hours.

Delivery/Setup Policies

1. Requesting delivery/setup:

• Any faculty, staff, or student may request that any piece of media equipment be setup in a classroom or event space on campus by calling the IT&S Help Desk at x2525 or stopping by Bauman 101. Requests must be made during business hours Monday through Friday.

• All requests must be made 24 hours before the requested setup. If you do not meet this deadline, then you may come and checkout the equipment yourself, barring any of the listed restrictions above. Please make your delivery request as soon as you know your multimedia needs.

2. Delivery Restrictions:

   • IT&S performs deliveries during its business hours Monday through Friday. If it is imperative that deliveries or pickups be made outside these hours, we may ask you to make arrangements for the equipment to be stored securely, such as putting the equipment behind the Info Desk in Founders or locking the equipment in the room. If the request is for a weekend setup or pickup, please make special arrangements with the IT&S Helpdesk at x2525 at least one week in advance.

   • IT&S does not provide staff for events or classrooms.

   • The IT&S Helpdesk reserves the right to alter specific requests if necessary. For instance, a request for a "portable theatre" (data projector, VCR, screen, and sound system) may not be granted in a room next to an available room with an installed multimedia system.

   • Extremely heavy equipment (i.e. equipment that must be wheeled) cannot be delivered to the second floor of Dana (no elevator) or to locations that do not have paved paths.

Production Services

1. Services performed:  

   • Blank audio and video media can be bought from IT&S (again, institutional purposes only).:

   • IT&S has discontinued all other previously done Media Services work orders such as dry-mounting, lamination, slide-shooting, and mass copies. We will do our best to assist you in performing these yourself, or we can recommend outside resources that will be able to help you.
2. Alternate resources:
   • For larger quantities of audio or video duplications, call the A&V Company at 292-9700.
   • For lamination, call Laminated Specialties at 855-9679.
   • IT&S is currently looking at options for those who wish to have slides made. For an update on this, please call the ITS Helpdesk at x2525.

Other Services Provided

1. Assistance with Equipment
   If you need assistance in learning how to use any piece of multimedia equipment, please call IT&S at x2525 or stop by Bauman 101 to make an appointment.

2. Special Events/Lectures
   Requests that special media needs be met for certain special events, such as large lectures should be made by faculty or staff and should be directed to the IT&S Helpdesk at x2525. These requests should be made at least two weeks prior to the event.