Service Level Agreement for Classroom and Event Support Provided by Campus and Academic Media Services

The purpose of this Service Level Agreement (SLA) is to provide guidelines and key responsibilities for classroom and event support provided by the department to Macalester faculty, staff and students or other organizations that have rented the College’s facilities.

Staff

  • Mark Eggert, Campus and Academic Media Services Technician

Service Summary and Costs

In most cases, Campus and Academic Media Services provides classroom and event assistance free of charge to faculty, students, staff, student organizations, and campus departments. There is no charge for use of college-owned AV equipment. However, classroom and campus events that require equipment rental or staff beyond our means or that require Technician support outside of standard Event Support Hours are charged a fee. Contact the Director for assistance determining costs and methods of payment.

Classroom and Event Support Hours - Student Staff (Academic Semester)

Monday - Sunday: 8am - 10pm

Classroom and Event Support Hours - Technician (Academic Semester)

Monday - Friday: 8am - 4:30pm

Classroom Support

Classroom support is provided by appointment and is available Monday - Friday from 8am - 10pm. Arrangements can also be made for support in the classrooms outside of regular scheduled class times. If there is an immediate need for support during a class period call x6377 or email mediaservices@macalester.edu. Response to immediate needs will depend on staff availability, and is not guaranteed.

Campus and Academic Media Services Responsibilities:

  • Provide and maintain reliable equipment
  • Provide training on AV systems and controls
  • Weekly testing of installed equipment - projector, control system, laptop display and connections, DVD player (and other devices, if applicable -- such as VHS players)
  • Prompt response to technical or equipment issues -- as soon as possible on the day reported or the next business day, if after regular Media Services hours
  • Timely equipment repair and replacement
  • Communication updates until problems are resolved
  • Assistance with special AV equipment needs, live streaming and recordings, as requested
  • If recordings are requested, provide timely copies in appropriate formats, as determined in consultation with the requestor

Requestor/Instructor Responsibilities:

  • Become familiar with the operation and care of standard classroom AV systems
  • Shut off projectors and AV systems when finished and coil cables on the reels or hooks provided
  • Reserve classroom support staff and additional equipment at least 7 days in advance
  • Use the online Media Equipment Reserve Form to request equipment and support: http://www.macalester.edu/library/mediaservices/
  • Ensure adequate time is allowed for setup and takedown of AV equipment -- we suggest at least 10 minutes
  • Inform Campus and Academic Media Services promptly of any problems with AV systems by emailing mediaservices@macalester.edu

Event Support

Campus and Academic Media Services Responsibilities:

  • Provide reliable audiovisual equipment
  • Provide staff support before event and during event, as appropriate
  • Setup and demonstrate equipment in good time before event starts, as appropriate
  • Events are supported by trained student staff and/or professional staff, as determined in weekly operations meetings with Campus and Academic Media Services, Special Events and Campus Activities and Operations
  • Student staff support is available free of charge days, evenings and weekends
  • The Technician, subject to availability, is available at no charge during regular business hours and for an hourly charge after hours
  • Assistance with special AV equipment needs, live streaming and recordings, as requested
  • If recordings are requested, provide timely copies in appropriate formats
  • Coordinate and manage equipment rentals and outsourced AV support when needed

Client Responsibilities:

  • Make reservations for support at least seven days in advance
  • Use the online Media Equipment Reserve Form: http://www.macalester.edu/library/mediaservices/
  • Ensure adequate time is allowed for set up, demonstration/testing and takedown of AV equipment
  • Provide FOAPAL account number to charge for after hours evening and weekend event support overtime for the Technician, when needed
  • Provide FOAPAL account number for any needed equipment rentals or outside vendors
  • Acquire public performance rights when needed for use of copyrighted materials - see the College’s guidelines on the use of copyrighted multimedia materials

Support Provided by Venue

The following event spaces are reserved by contacting Reservations, Campus Activities and Operations.

John B. Davis Lecture Hall, Campus Center

AV systems: video/data projection, DVD player, document camera, public address system, audio recording, podium with built-in AV control panel
Seating capacity = 260

  • Student staff in projection booth is present for all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Campus Center Conference Rooms 204, 205, 206, 214, 215

AV systems: video/data projectors or large flat screen displays, DVD players
Seating capacity = 10 - 16

  • Student monitor stationed at desk in hallway can provide support
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Alexander G. Hill Ballroom, Kagin Commons

AV systems: video/data projection (2 screens) DVD player, public address system, audio
Maximum seating capacity = 600

  • Student staff is present for all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Weyerhaeuser Board Room, Weyerhaeuser Hall

AV systems: video/data projection, DVD player, public address system, audio recording
Maximum seating capacity = 180

  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Davis Court, Markim Hall

AV systems: video/data projection, DVD player, CD player(?), public address system, audio recording?
Maximum seating capacity = 22

  • Student staff is stationed at the information desk near the main entrance and present for all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Weyerhaeuser Memorial Chapel

AV systems: public address system, audio recording, CD and iPod player (*Projection is not available and is not recommended in this space*)
Maximum seating capacity = 350

  • Student staff (Chapel monitors) are present for all events
  • Chapel monitors trained on the AV system are located downstairs and available anytime the Chapel is open
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Hall of Fame, Leonard Center

AV systems: video/data projection, public address system
Maximum seating capacity = 72

  • Media Services support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Harmon Room - DeWitt Wallace Library

AV systems: video/data projection
Maximum seating capacity = 33

  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Smail Gallery, Olin - Rice Science Center

AV systems: public address system
Maximum seating capacity = 150

  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Lowe Dayton Commons

AV systems: public address system
Maximum capacity = Varies according to setup

  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Mairs Concert Hall, Music Building

AV systems: video/data projection, DVD player, CD player, public address system, audio recording, podium with built-in AV control panel
Maximum capacity = 350

  • Media Services professional staff support may be provided, as determined by the Music department or Special Events

Last update: December 2015

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