A.    Purpose.

Establishes policy and procedures for audiovisual services and repairs.

Applies to all departments and activities.

1.    General Statement.
The Audiovisual Services section of the Telecommunications Department will provide audiovisual services for sanctioned University activities, events, functions, and departmental services when requested and approved by appropriate University management. In addition, audiovisual repair services are also available from the Telecommunications Department upon request.

2.    Hours.
Audiovisual services are available to departments Monday through Friday, 8 a.m. to 5 p.m., upon request. A minimum fee of $45.00 will be charged if equipment or technical assistance is required before or after hours.

3.    Services Available.
Audiovisual services requested may include, but are not limited to, the following items:

 
a.    Satellite Down Link/Teleconferencing.   Satellite down linking and teleconferencing is available to utilize educational programs accessible from various satellites. This may include workshops, seminars, and training sessions from various educational and private institutions or government agencies. Teleconferencing may also be used to perform interviews of candidates for various University positions.

b.    Videotaping.   Videotaping is available for classes, programs, speeches, presentations, functions, seminars, and educational programs which would benefit future viewers, or be used to document research or provide an historical archive.
 

c.    Sound Systems.  Sound systems are available which may include portable sound systems for outside functions such as athletic events, social gatherings, speeches, and dedications as well as building sound systems in the following buildings:
 

-King Auditorium  -Bryan Auditorium  -Student Support Ctr.
-Hawks Nest       -Wagoner Hall      -Madeline Suite
-Hanover Hall     -Trask Coliseum    -Brooks Field
-Athletic Field   -Cameron Hall      -Kenan Auditorium

d.    Tape Duplication.   Tape duplication can be performed on video tapes and cassette tapes upon request.
 

e.    Audiovisual Repairs.  Audiovisual Services will repair all types of mechanical and electronic teaching equipment except computers. Equipment repaired may include overhead projectors, televisions, VCRs, video projectors, and camcorders. If the equipment is not covered by a warranty or maintenance contract, Audiovisual Services will assist the department in determining whether the repairs should be performed in-house or by an outside vendor.
 

Audiovisual technicians are available to assist as needed on a "per-project basis" to handle any of the services noted above. Questions regarding a specific service should be directed to the Director of Telecommunications.


4.    Response Time.
Response time for audiovisual service will vary. Normally, a lead time of ten working days is needed to ensure the requested service can be properly and adequately scheduled.
 

5.    Charges.
Departments may request a standard rate schedule or have an estimate provided in order to determine associated costs with a desired audiovisual service.
 

Upon completion of the service requested, Audiovisual Services will charge all applicable costs to the requesting department via a Telecommunications interdepartmental invoice. Charges may reflect any of the following:

- Materials needed to perform requested service.
- Rental cost of materials or equipment needed.
- Labor
- Contracted services
These invoices will be mailed to the appropriate departments no later than the tenth of each month following the completion of the requested service.

1.    Completion of Audiovisual Services Request Form.
An Audiovisual Services Request Form should be prepared to obtain an estimate and/or request audiovisual services and repairs. Please ensure proper authorization is received and forward original to the Telecommunications Office. See preparation instructions for additional instructions on this form.

2.    Processing of Form.
If an audiovisual service is requested, the Telecommunications Office will contact the department by phone to discuss scheduling, estimates, and any other pertinent considerations relating to the feasibility of the request. After this initial contact, a written confirmation will be forwarded to the department outlining final arrangements regarding the request.

If an audiovisual repair is requested, the department will be contacted by phone or in person to confirm scheduling, estimates, and discuss pertinent considerations regarding the request. Normally a written confirmation will not be provided for repairs unless requested by the department or repairs will be substantial.

3.    Additional Requests.
Additional requests for audiovisual services after final written confirmation has been received must be requested in writing and mailed to the Telecommunications Office. Audiovisual Services will make every attempt to accommodate the department. The Telecommunications Office will contact the department by phone to confirm receipt of the additional request and discuss the feasibility.

4.    Completion of Request.
The Audiovisual Services section of the Telecommunications Office will complete the request as confirmed along with any additional requests verbally approved by the Telecommunications Office.

5.    Invoicing.
The department will be invoiced around the tenth of the month following completion of the work.

Instructions for Preparation of Forms                      Effective: Nov. 1, 1990
Name of Form: Audiovisual Services Request

A.    Purpose.

This form is used to request audiovisual services and repairs. An estimate can also be requested via this form.

Make a photocopy of the blank form provided in this manual.

The department head initiating the request should forward one copy of the form to the Telecommunications Department audiovisual section and retain a photocopy for departmental records if desired.

The following information is to be completed by the department requesting the service, estimate, or repair.

1.    Self Explanatory.
2.    Self Explanatory.
3.    Enter the responsible departmental employee to be contacted regarding the
       service/repair requested. Include a telephone extension as well.
4.    Check the appropriate box
5.    Provide a detailed description of the service or repair requested.
6.    If a service is requested, specifically provide the pertinent dates and times
       the service will  be needed. For repairs, provide a date repair is needed
       or ASAP if it is an emergency.
7.    List all equipment desired. Contact the Telecommunications Office if
       unsure of equipment  available.
8.    Specifically describe any special requirements relating to the service or
       repair that was requested.
9.    Authorization should be received by the appropriate Dean, Department
       Head, or Director.    Also include the date signed.

    All remaining items will be completed by the Telecommunications Department.