Procedure 12-2 - Multimedia Equipment and Rooms

Date effective: 1979-06-14

Authorized by: Vice-President Academic and Provost

MULTIMEDIA EQUIPMENT AND ROOMS

INTRODUCTION AND RESPONSIBILITIES

1. This administrative procedure complements Policy 82b, Multimedia Distribution Service (MDS), and describes the steps involved in design projects for multimedia spaces, and in the purchase, installation, use, borrowing and repair of multimedia equipment and accessories. The scope and principles with respect to the responsibilities of MDS, and the priorities for the delivery of MDS services are described in articles 3, 6, 7 and 13 of Policy 82b. That policy must therefore be read in conjunction with this administrative procedure.

SERVICES

2. MDS provides high-technology multimedia equipment to the University community. Specifically, MDS is responsible for the following:

a) Teaching space and technical support—Registrar-managed rooms (for faculty- and service-managed rooms, see “Design, installation, management and maintenance of multimedia spaces” below)

  • physical and technological standards for multimedia space design, and multimedia equipment acquisition, installation and maintenance (e.g., lighting, design, physical and technical requirements and standards for equipment, accessibility, recording, security),
  • multimedia room design, as well as the acquisition and installation of portable and permanent equipment,
  • facility and equipment distribution and testing,
  • equipment maintenance, updating and technical support,
  • computer image creation, management and updates in multimedia classrooms,
  • distribution and control of classroom access cards, including cards for multimedia podia; and
 b) Other services
  • acquisition of portable multimedia equipment exceeding $1,000 in value required by faculties and services,
  • loans and sales of multimedia equipment, parts and accessories, including personal response systems (clickers),
  • multimedia equipment repair,
  • multimedia production, duplication, and audio and video recording, as well as format conversion for Web or other platforms,
  • technical support in teaching laboratories (editing and mixing studios, television studio, recording studios, etc.),
  • campus-wide special-event support (except in non-Registrar rooms in Jock Turcot University Centre, as stated in article 6 of Policy 82b), including projection, sound and video recording,
  • digital displays (standards, acquisition, installation, infrastructure and software), and
  • multimedia equipment and wireless peripheral inventory and standards, in cooperation with Computing and Communications Services (CCS) and in accordance with related policies.

DESIGN, INSTALLATION, MANAGEMENT AND MAINTENANCE OF MULTIMEDIA SPACES

3. Under article 7 of Policy 82b, MDS is responsible for designing multimedia rooms and installing permanent equipment in Registrar-managed auditoriums, laboratories and classrooms. MDS is also responsible for security, maintenance, equipment repair and technical support for Registrar-managed facilities, which are used by multiple faculties or services. For faculty- or service-managed facilities, consult the appropriate heading below.

Multimedia room design (classroom, laboratory or other)

4. Requests for new multimedia room design and equipment installation, as well as requests for major renovations, must be submitted to MDS before November 15 for completion by the start of the academic session in September of the following year.

Procedure
  • When the need for a multimedia space arises, the authority responsible for the room must provide the Manager of MDS with a detailed statement of requirements containing the following:
    • room number;
    • building name;
    • seating capacity;
    • required functionality;
    • security mechanisms, including access cards, if required;
    • management and maintenance requirements;
    • timeline; and
    • project contacts.
5. The Manager of MDS and his staff analyze the request and, on the basis of the client’s requirements, make a recommendation to the authority responsible for the room. They also propose a project-management action plan.

6. MDS is responsible for Registrar-managed rooms. For faculty- and service-managed rooms, MDS negotiates a service agreement with the authority responsible for the room to work out details on the services required by the client for designing the room, installing the equipment and, if applicable, managing and maintaining the space or equipment. Costs are based on the services required.

7. Requests submitted after November 15 for completion by the following September are considered by MDS according to the list of priorities already established and are subject to resource availability.

Permanent multimedia equipment installation

8. Only MDS may purchase permanent multimedia equipment and accessories. MDS is responsible for installing them (in Registrar-managed rooms) or for authorizing their installation (in faculty- or service-managed rooms) in accordance with University standards.

Procedure for non-Registrar rooms

  • When multimedia equipment needs to be installed, the authority responsible for the room must provide the Manager of MDS with a detailed statement of requirements containing the following:
    • room number;
    • building name;
    • required functionality;
    • whether or not the client wants a service agreement which includes the management and the maintenance of the equipment;
    • timeline; and
    • project contacts.

9. The Manager of MDS and his staff analyze the request to ensure both the required equipment and the planned installation meet University standards. MDS either approves the request or makes recommendations to the authority responsible for the room to ensure compliance with the standards.

10. MDS may negotiate a service agreement with the authority responsible for the room to perform or oversee the installation of the equipment. The service agreement can include the maintenance or a replacement plan for the equipment, if required. Costs are based on the services required.

Multimedia room management and maintenance

11. Only MDS is responsible for opening and closing Registrar-managed multimedia rooms, which it does through an automated system. MDS is the sole issuer of access cards, and it controls card privileges and conditions of use. MDS controls the doors, podium and all multimedia equipment of these rooms.

Procedure

To reserve a room and gain access to the multimedia podium or to any other equipment in the room, the client must contact the administrative officer of the sector.

To obtain access cards, the client contacts MDS (ext. 5900), which then determines the client’s access level and privileges. Initially, cards are provided free to authorized users. If a card is lost, the user must notify MDS immediately (ext. 5900), for security reasons. MDS replaces lost cards at the user’s expense, according to a pre-established fee schedule.

12. MDS is responsible for installing, creating an image of, and updating software associated with multimedia equipment in Registrar-managed rooms. MDS may add specialized software at the request of a faculty or service; however, the request must be submitted in writing to the Manager of MDS at least five working days in advance.

13. A faculty or service that manages a multimedia space may negotiate a service agreement for the management of room access and the installation or update of software associated with multimedia equipment, or for the maintenance of the multimedia space. The authority responsible for the room must contact the Manager of MDS to discuss the type of agreement desired. Costs are based on the services required.

SPECIALIZED FACILITIES

14. Certain permanent facilities, mostly projection booths containing extremely fragile and highly sophisticated equipment, are under the direct responsibility of MDS; only MDS employees are authorized to operate these facilities and the equipment they contain.

The current list of special facilities can be obtained from MDS. It is also available on the MDS Web site  

RESERVATIONS (LOAN OR RENTAL)

15. Faculties, services, students and staff members may borrow (no charge) any available equipment or accessories for up to three consecutive days, for teaching, research, work or courses.

16. Loans exceeding three consecutive days (for teaching, research, work or courses) are permitted, subject to MDS approval and to equipment availability.

17. For loans, equipment and facilities must be reserved through MDS:

  • by telephone at extension 5900; or
  • in person in room 014 of Morisset Hall.
18. For purposes other than teaching, courses and research, or for a symposium, conference, seminar or workshop (as stated in article 24 of Policy 82b), equipment and accessories must be rented at the rates in effect.

19. For rentals, equipment and facilities can be reserved through MDS or through Conventions and Reservations:

  • by telephone at extension 5771; or
  • in person in room 128 of Stanton Residence, 100 University Private.

20. Equipment must be reserved at least 24 hours (one working day) in advance to ensure availability; and receive a confirmation to that effect.

21. Requests that include technician services must be made at least 48 hours (two working days) in advance to ensure equipment and technician availability; and receive a confirmation to that effect.

22. Under no circumstances may clients use personal multimedia equipment or equipment from external sources (personal laptop computers are permitted; however, clients are responsible for ensuring compatibility between personal laptops and University equipment).

CLIENT RESPONSIBILITIES

23. Clients are responsible for the condition of borrowed or rented equipment and facilities and must cover all replacement costs in case of loss or damage, or costs for parts in case of breakdown.

If a loss or damage occurs, clients must immediately contact MDS for instructions at extension 5900.

24. Clients who borrow or rent equipment or facilities must not lend or sublet them to a third party without the express consent of MDS.

TECHNICIAN SERVICES

25. Technician services for multimedia equipment are available to faculties and services. Rates depend on whether service is required during or outside normal working hours and whether a technician must be present during set-up or for the duration of the event. Requests must be made two days in advance. If a technician is required for equipment set-up only, this support is provided free of charge. If the technician must be present for the duration of the event, a fee applies. Outside normal working hours, a minimum labour charge of four hours applies, as does an equipment delivery fee, based on the fee schedule in effect.

26. Self-supporting services, organizations and associations that are in the University community but are not funded through the general operating budget, as well as outside organizations, can retain the services of a technician at rates set by MDS.

27. Technicians are also available to record conferences and courses, as well as perform live recording and broadcasts, audio and video recording and editing, and format conversions. Rates depend on the type of service and the time required.

Procedure: To retain the services of a technician or to obtain specific technical services, contact MDS at extension 5900 at least 48 hours (two working days) in advance.

HOURS OF OPERATION

28. Regular hours of operation at MDS are the same as those of the University, except for the following:

  • a) equipment may be picked up or returned at the MDS counter (MRT 014) from 7:30 a.m. to 10 p.m., Monday to Friday;
  • b) supplies and accessories may be purchased from 7:30 a.m. to 10 p.m., Monday to Friday; and
  • c) technician services are available 24 hours a day, seven days a week, for rooms described in paragraph 14 of this procedure; fees apply for all other rooms according to a pre-established fee schedule.

EQUIPMENT RETURNS

29. When submitting a request, users must indicate for what reason and for how long the equipment or the facilities will be used; they must also agree to return the equipment or vacate the facilities immediately upon finishing.

30. For maintenance and planning, users are urged to keep the equipment or occupy the facilities only as long as strictly necessary.

31. If the equipment is needed for several consecutive sessions, users must provide a schedule of the sessions when reserving. MDS tries to leave the equipment on location for the entire activity.

LATE RETURNS

32. Daily late fees (according to the rates in effect) or additional rental fees apply to each piece of equipment returned after the deadline.

REPAIRS

33. MDS repairs multimedia equipment, as well as audio, video and multimedia systems according to the fee schedule in effect.

Procedure: To arrange for equipment repairs, the client must contact MDS (ext. 5900) for instructions.

ACQUISITION OF PORTABLE MULTIMEDIA EQUIPMENT

34. All requests for multimedia equipment purchases of $1,000 or more must be submitted in writing to MDS for approval. Portable multimedia equipment purchases of less than $1,000 may be made directly by faculties and services, but they must comply both with MDS standards and with contracts negotiated by the University.

Procedure for purchase requests

  • All requests for multimedia equipment purchases of $1,000 or more must be submitted in writing to MDS, including requests for background music systems, intercoms and language laboratories. Clients can submit a request by internal mail or by e-mail.
  • The Manager of MDS and his staff analyze the request to ensure both the required equipment and the planned installation meet University standards. MDS either approves the request or makes recommendations to the client to ensure compliance with the standards. Depending on the nature of the request, clients should allow five days for its analysis and approval.
  • The client sends the approved request to Materials Management Services.
  • Materials Management Services does not fill the request unless it has been approved.
  • Multimedia equipment purchases of less than $1,000 may be made directly by faculties and services. A list of approved equipment and suppliers for the University is available through MDS.

PURCHASES OR SERVICES THROUGH RESEARCH GRANTS (CFI or other)

35. MDS helps researchers assess their material, physical and financial needs with respect to multimedia equipment. Requests for multimedia and production equipment purchased through University-administered research grants must be forwarded to MDS. Unless otherwise stated in the research contract, the equipment remains the property of the University. If the researcher no longer needs the equipment, it can either stay in the academic unit if still needed there, or be returned to MDS, which disposes of it according to University policy.

36. To the extent possible, multimedia equipment purchased through grants must meet the standards approved by the University. If, for research purposes, the standards differ, the researcher or faculty must contact the Manager of MDS in advance to ensure the frequencies (and all other aspects of the required equipment) do not interfere with existing equipment on campus.

37. The services (technical support, etc.) that MDS provides to faculties and services are also available to researchers, according to a pre-established fee schedule. Researchers can contact MDS at extension 5900 for all of their multimedia requirements.

SALE OF SUPPLIES, ACCESSORIES AND OTHER SERVICES (e.g. clickers, etc.)

38. Multimedia equipment supplies and accessories can be purchased at the MDS counter. A price list is available from MDS in person or the MDS Web site (see the link in paragraph 41).

39. MDS supplies clickers (personal response systems) for use in courses and at events. Clickers can be rented or purchased at the MDS counter at the rates in effect.

40. MDS hours of operation are set out in paragraph 28 of this procedure.

FEES

41. MDS periodically publishes a detailed pamphlet for clients. The prices are subject to change without notice as the cost of labour and materials changes. The prices also appear on the MDS website. 

EXCEPTION

42. No exception may be made to this procedure without the written consent of the Vice-President Academic and Provost

Revised May 13, 2009

(Multimedia Distribution Service)

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