Media Services Policies

Equipment Loan Policy

Media Equipment Setup Policy

Media Recording, Transfer, Editing, and Duplication Policy

The Office of Information Technology Media Center is committed to serving the St. John Fisher College community, including current faculty, staff, and students. The OIT Media Center provides support for classroom technology, event support for on campus events, equipment loans, and media technology education for the audio/visual equipment on campus.

Equipment Loan Policy

The OIT Media Center loans media equipment as a courtesy to the St. John Fisher Community. Equipment Loan approvals are subject to an academic purpose and equipment availability. Equipment is approved on a "first come, first serve" basis. To request equipment, use our online form or email helpdesk@sjfc.edu. Completing the request form does not guarantee approval for the requested equipment. The requestor will receive an approval and confirmation email from a Media Technician when a request has been approved and scheduled for setup and or delivery. 2 business days advance notice is required for all requests. Once approved, the equipment will be ready for pick up from the OIT Help Desk (Kearney-053) at the specified time. An Equipment Loan Form will need to be completed and SJFC ID Card shown when the equipment is picked up from the Help Desk. The Equipment Loan Form states that the customer is responsible for the well being and proper use of all equipment while it is in their possession. Equipment Loans are normally granted for maximum of 2 business days, however loan extensions can be granted under certain circumstances. It is the customers obligation to supply the information needed in a timely manner before an equipment loan can be approved.

The OIT Media Center will do its best to provide the necessary support, cabling, and or materials to ensure the equipment will be sufficient for the customers needs. The customer is responsible for obtaining their own consumable materials for any equipment associated with an Equipment Loan (i.e. Flipchart paper, batteries, markers, VHS Tapes, Audio cassette Tapes, miniDV tapes, etc.). The OIT Media Center will not be responsible for any incompatibility issues with a customer’s equipment and college A/V equipment.

Faculty/Staff Equipment Loan Restrictions

Equipment Loans are permitted to to currently employed faculty and staff for on and off campus use. Equipment Loans are only approved after a statement is given describing the purpose of the Equipment Loan. Equipment Loans are only permitted if its purpose is academically related. The OIT Media Center does not deliver, setup, or pickup any equipment for off campus events. Major Equipment requests such as Projection Carts and or PA-Systems will not be approved for off campus use. Technical support for off campus loans can be given in person before; and by phone and email after the equipment has left campus; but only during normal operating hours.

Student Equipment Loan Restrictions

Equipment Loans are permitted to currently enrolled students for on campus use only. Equipment Loans are only approved after a statement is given describing the purpose of the Equipment Loan. Equipment Loans are only permitted if its purpose is academically related. Technical support for equipment can be given in person before; and by phone and email after the equipment has been picked up; but only during normal operating hours.

Pick ups and Returns:

Your request will be considered abandoned if you fail to pick up your equipment 4 hours after the specified and approved pick-up time, unless the Help Desk is notified. Your equipment is considered late if returned after the close of business on the specified return date. Please contact the Help Desk by email at helpdesk@sjfc.edu or call (585) 385-8016 if you are going to be late picking up or returning equipment. Holds can be placed on email accounts for equipment that is more than 2 business days overdue.

If a loan period extension is needed, please contact the Help Desk at helpdesk@sjfc.edu or (585) 385-8016 before 12:00pm on your due date. You will receive a phone call or an email back stating if your request for the extension has been approved. Be sure to leave a correct phone number so that OIT can reach you.

Penalties

1st Violation: Penalty Waived
2nd Violation: Suspension of Loan Privileges

Charges:

Changes can be added to accounts for the replacement or repair costs of missing or damaged equipment.
It is the customers responsibility for the proper use and well being of equipment while it is in their possession.

Media Equipment Setup Request Policy

Media Equipment Requests can be initiated to the OIT Help Desk by logging into the online form or by emailing helpdesk@sjfc.edu. Initiating a request does not guarantee an equipment reservation. Equipment is approved on a "first come, first serve" basis. The requestor will receive an approval and confirmation email from a Media Technician when a request has been approved and scheduled for setup and or delivery. 2 business days advance notice is required for all requests. Once approved, the equipment will be setup at the pre-determined date, time, and location. It is the customers obligation to supply the information needed in a timely manner before an equipment setup can be approved. Classroom equipment requests are typically prioritized above all other requests, but are still subject to academic purpose, equipment availability, appropriate staffing, complexity of setup, and advance notice.

The OIT Media Center will do its best to provide the necessary support, cabling, and or materials to ensure the equipment will be sufficient for the customers needs. The OIT Media Center will not be responsible for any incompatibility issues with a customer’s equipment used in conjunction with college owned A/V equipment. It is requested that the customer brings any adapters, cables, and supplies that they know to be necessary for use with their own equipment (i.e. Power Cords, Apple/Macintosh Laptop Display Adapters, Instrument Amplifiers, etc...).

Media Equipment Setup Restrictions

Media Setup Requests are limited to currently employed faculty, staff, and Student Government sponsored organizations and clubs. It is requested that a single person be the contact for all information regarding an event setup, as multiple parties will often result in mishandled requests. The OIT Media Center will not be expected to deliver or pick up equipment outside of normal operating hours. The OIT Media Center cannot be expected to approve or setup media equipment for a particular class, seminar, or event on a constant basis for an entire academic semester or session. It is best to provide classroom requirements when requesting or reserving a classroom or presentation space. The OIT Media Center reserves the right to deny a portion of or an entire media request due to lack of advance notice, lack of information given, equipment availability, staffing available, or due to heavy recurrence. If equipment is to be used overnight, it is the customers’ responsibility to ensure that the equipment is picked up from the delivery location and stored in a secure location until arrangements are made to be picked up by OIT.

Equipment/Media Request For: Advanced Notice Required
Regular Semester Classes 2 business days
Weekend College Classes 3 business days
Presentations, Events, or Conferences 1 week (7 days)

NOTE: 48 hours notice is required for Media Requests. Any request under 24 hours will be considered a "Late Media Request". Late Media Requests will often go unfulfilled as proper planning is required for scheduling staffing, equipment delivery, and or equipment security. Sufficient notice may also be required for OIT Media to obtain approval for events that would require media technician assistance outside of regular working hours. Media equipment needed for Monday classes or events must be reserved before the OIT Help Desk closes the Saturday before. Emailing the Help Desk or submitting a web request over the weekend will often go unanswered until that Monday Morning; resulting in a Late Media Request status.

Equipment is available on a "first come, first serve" basis. It is best to plan early and notify us later that the equipment is no longer needed than to plan late and need equipment at the last minute. Media Center Laptops can only be requested to be used with Presentation Equipment on Campus (i.e. LCD Projector). We will make every effort to fulfill your request and work with you if needed to solve your A/V needs. We will confirm your request through Microsoft Outlook as a meeting request if we are able to fill your request.

If a laptop is needed for an off campus event or business trip, please contact the OIT Help Desk at x8016, or email the OIT Help Desk at helpdesk@sjfc.edu as further restrictions may apply.

Media Recording, Editing, Duplication, and Transferring Services Policy

Currently employed faculty and staff may request media recording, duplication, transfer, or special editing services. This process can be initiated by contacting the OIT Help Desk by email or phone. The requested service must be directly related to the academic or educational process.

It is the customers’ responsibility to ensure that the submitted media is in compliance with the current copyright law. It is the customers’ responsibility to ensure that the OIT Media Center is authorized to use all submitted photographs, video, and audio works used in the creation or replication of the end product. Any submitted media that has copyright protection encoded or embedded within, will not be used. The OIT Media Center reserves the right to refuse any request that may contain questionable content.

Minimum notification time for these requests as follows:

Media Transfer/Conversion 1 week (7 days)
Media Duplication 1 week (7 days)
Special Editing 1 week (7 days)
TV/Cable TV Taping 1 business day

The OIT Media Center can not be expected to duplicate, transfer, edit, or record any media on short notice. It is the customers’ responsibility to supply the OIT Media Center with any and all pieces of consumable media needed to fulfill a request. The OIT Media Center can not be held responsible for services that are incomplete due to a lack of materials supplied within a timely manner. In most instances, these services can not begin until the blank media has been provided. The OIT Media Center reserves the right to refuse services or requests to any customer that abuses the Media Recording, Editing, Duplication, and Transferring Services policy

Copyright © St. John Fisher College • 3690 East Avenue, Rochester, New York 14618 • (585) 385-8000
Questions/Comments? - Email the Webmaster Website Terms of Use