Policy Statement and Definition


Reason for Policy   

To define a standard operating policy and procedures for requesting audio visual equipment and dedicated technology support for events sponsored by Lesley University faculty and staff.

Policy

Lesley University's Technology Support Services, a division of Information Technology, maintains an inventory of audio visual equipment for Lesley University faculty and staff use. Lesley University administration may sponsor or authorize a non-Lesley University entity the use of equipment, technology and/or support staff (fee may be assessed).  Requests for event support will be responded to within 24 hours in the order they were received.

Common Service Requests

Lesley University Event Request:

An "event" is defined as a Lesley University function, gathering, or meeting that is not categorized with a class section number.  Events generally occur in large venue areas and can occasionally occur in classroom space.  Each event will have an approved room reservation with the Registrar's office.


Off-Campus Event Request:

Requests for equipment reservations to take technology to a remote location are permissible, however remote dedicated technology support is not available.


Digital Display Advertisement Requests:

Technology Support Services maintains a network of digital signage displays.  The information is displayed in high definition digital format.  A digital advertisement can be pre-scheduled for the day of your event and will be visible on the display of your choice.  Digital Content Coordinators can assist you with scheduling and publishing your content at specific locations, however content creation is solely the responsibility of the requester.  Content templates are available for download here.

 

Video Conferencing:

The Amphitheater in University Hall contains built-in video cameras and a Tandberg video conferencing system.  This system is only compatible with other external locations that utilize Tandberg technology.  The University also supports Skype for Business video calling through a dedicated computer.


Video Recording:

Technology Support Services works closely with outside vendors and the Marketing Department's photographer/videographer for enrollment purposes to ensure that the house sound system produces quality audio to the videographer's camera (where applicable).  Event coordinators are responsible for securing their own videographers.


Service Level Agreement (SLA)

Service level agreements formally define service and expectation requirements between the requester and Technology Support Services, allowing for a clear understanding of what services are provided, in what time frame services are provided and what is required of each party to ensure service expectations can be met as defined by the SLA.


Procedure

On Campus Dedicated Event Technology Support Request:

Dedicated event technology support requests are made via an online form -  Event Audio Visual Support Request Form.. Valid Lesley University credentials are required to access the form. A MINIMUM two weeks' notice and a room confirmation are required to provide the delivery, setup, training and/or staff to support the event.  A minimum of 30 minutes is required between back to back events possessing the same location. Last minute requests during the setup are subject to equipment and staff availability.


Event Reservation Requests:

All requests for equipment are handled on a first come first serve basis and/or by a member of Technology Support Services if for an event where dedicated technology support is provided.  Equipment is reserved via WebCheckout.  We suggest making your reservation two weeks prior to your event to ensure availability. The requester is responsible for the care and use of the equipment and must return it upon the agreed date.  Failure to comply will result in suspension of future use.  The cost to repair or replace damaged equipment will fall to the requester's department budget or at the discretion of the department head, the employee.


Digital Display Advertisement Requests:

All Lesley University requests for advertisements on the university's local displays require the same two week lead time and should be provided to the respective Digital Content Coordinator to assist you with scheduling and publishing your content at specific locations, however content creation is solely the responsibility of the requester. Content templates are available for download here.


Video and Audio Conferencing:

Administrative video conferences on campus are generally conducted through Skype on Lesley issued or borrowed computers.  Lesley credentials can be utilized to create or sign into a Skype account.  Individuals who do not have an assigned laptop may reserve one via WebCheckout.

 

To schedule a Tandberg in the Amphitheater, the Event Audio Visual Support Request Form is required.


The University also supports Skype for Business video calling through a dedicated computer.


Video Recording Events:

Technology Support Services does not offer this service. We can assist with audio connections for the videographer for the event. Event coordinators are responsible for securing their own videographers.


Policy Applicability:

Information Technology (IT) Technology Support Services will satisfy requests made according to the event technology support agreement form. Only Lesley University employees are allowed to make requests for equipment and services.


Compliance and Enforcement

Requests for audio visual event equipment and dedicated event technology support must strictly adhere to the request timeline in order to meet service levels.  Requester expectations are clearly stated within the procedure outlined in this document.  Non-compliance could result in event technology failure and inability to meet service levels thus causing delays in delivery or quality of requested services.  Technology Support Services will attempt to complete every request for service within the defined service level; however, in cases where requests fall outside of compliance, Technology Support Services will provide its best effort to minimize delays in service fulfillment. Factors that may affect delays include equipment availability, staffing resources and current demands for services.  Upon completion of a standard event walk-through, the requester will be required to sign off on the technology support agreement.  Copies of this form will be maintained within Technology Support Services and provided to the requester and school Dean or department director upon completion.

 

Event Support Request Workflow

1.  You should consult with the Technology Support Services division of Information Technology prior to booking space for your event to ensure it meets your technology requirements.  If you do not require a consultation, you can make your room reservation directly with the Registrar's Office. 


Fill out the Event Audio Visual Support Request Form, even if equipment is permanently mounted in the room. This form should be completed upon receiving a room confirmation from Lesley University Registrar's.  Be aware of events or meetings prior to your own and allow sufficient time for equipment placement and testing. 

2.  A walk-through consisting of a consultation and or training is required for all events utilizing technology except at the discretion of the Technology Support Services.  The walk-through will be documented and requester sign off is required.

3.  If you require guest network access for an individual presenter, the presenter is responsible for creating a sponsorship request. You can find instructions for creating a sponsorship request Here. The sponsor is responsible for approving that request.  You can find instructions for approving a sponsorship request Here.


Guest network access for a group of non-Lesley University personnel can be requested by e-mailing your request to it@lesley.edu
 
4.  Last minute additions or modifications are discouraged and subject to equipment and staff availability. These requests will be processed in the order in which they were received.

5.  Content for digital displays requires two weeks advanced notice.

 

6.  The event facilitator is responsible for the security of the equipment.