Media Services : Mission and Office Manual

Mission and Office Manual

Statement
The Media Services Office will support all faculty members who are holding classes within the Business Complex (GSB, CBA and University Teaching Center (UTC)) as well as business school students with all their media needs. The office will provide access to specialized equipment to create presentation and classroom material, and supply professional support in creating such material. We will introduce new technology to the school as needed in order to ensure availability of the same type of media used in the business world.

Scope

Location
The main office of Media Services is located on the third floor in the GSB and has satellite offices on the first floor of the CBA and the first floor of the UTC. The main office is easy to reach from anywhere in the Business complex. The office in UTC 1.110 houses the Multi Media branch, which is in close proximity to faculty and staff offices in the business complex.

Facilities
The main office is located in GSB 3.132, it houses checkout and classroom support.
UTC 1.128 houses the administration, engineering, and manufacturing offices as well as some of the support staff.
UTC 1.110 houses the MediaLab, graphics and publication lab as well as the multimedia support staff.

Staff
Our goal is to guarantee the shortest possible interruption of lectures by having knowledgeable staff on duty at all times. These professionals will assist faculty and students to the fullest of their capabilities. Our ultimate goal is to satisfy the customer's needs in any way possible, and if this goal cannot be accomplished, to refer them to another source which can satisfy their needs. All positions require a maximum amount of patience and friendliness. Requests from customers for services, which are not supported by this office, need always be brought to the attention of a supervisor so they can consider the implementation of such services in future plans.

Customers
Our customers can be divided into four categories:

For Business Faculty we provide full service to any class held in the business complex during our office hours. Business faculty can check out any of our equipment for a determined period of time. Certain kinds of equipment are allowed to leave campus for short periods (see policy)
Business School Staff can check out our equipment for a determined period of time, and certain kinds of equipment are allowed to leave campus for short periods (see policy)
All students currently enrolled in the business school can reserve equipment for their classes and checkout any of our equipment for a determined period of time. Certain kinds of equipment are allowed to leave campus for short periods (see policy)
All other UT staff and all UT students can reserve equipment for classes held within the business complex, though there is a limited supply of equipment for checkout available to them.

Classrooms
Several classrooms are equipped with self-service audio, video or computer projection. A complete list of these classrooms and their features is available through our office upon request, or on our web site http://www.mccombs.utexas.edu/media/MultimediaRooms/MultimediaRoomsEquipment.asp.

Hours of Operation
The Media Services Office is open for Checkout: Mon–Fri 7:45am-6:15pm and Classroom Support: Mon-Thurs 7:30am-9:00pm Fri 7:30am-6:15pm, except on official university holidays. Classroom support is provided until 9:00 PM, and technicians are on call during these extended hours.

The MediaLab is open to the public from 8:00 AM to 5:00 PM Monday through Friday, except on official university holidays. The office is staffed from 8:00 AM to 5:00 PM on these days. It is advisable to make reservations before planning to use the lab for extended periods, or for projects which need assistance from a media professional.

Classes are supported Mon-Thurs 7:30am-9:00pm Fri 7:30am-6:15pm, except on official university holidays. Arrangements for after-hours classes or special events may be made through our office.

The main office has a large variety of teaching aids and media equipment for staff and students to use on a checkout basis. All equipment may be picked up and returned between 7:45am-6:15pm Mon–Fri except on official university holidays.

Services

Classroom support
Many services in classrooms are available at any time through built in facilities, the descriptions below do not apply to these rooms.

Media Services will provide computers and projection equipment to any classroom in the Business Complex for the duration of the class session. The equipment needs to be reserved 2 business days in advance to guarantee delivery; late requests might result in self-service. All computers contain the standard business school licensed application and operating system image (COE). Individual software packages may be installed on these machines if proof of ownership or licensing can be provided. Installation will have to be performed by one of our IT professionals prior to the class. Please allow a minimum of 48 hours lead time. We will not be responsible for loss, damage, or theft of documents or other software left on disks built into these computers.

Media Services will provide video players and projection equipment to any classroom in the Business Complex for the duration of the class session. The equipment needs to be reserved 2 business days in advance to guarantee delivery; late requests might result in self-service. Most built in video projection facilities allow for close captioning for the hearing impaired, but please request this service in advance. We support VHS and 3/4” format (on advance request only), all other formats may be projected if the users provide their own playback unit. NTSC format is the only format that we guarantee to work in our facility, translation of most other formats is available through our office for a small charge (see charges and fees).

Media Services will provide Audio Cassette players to many classrooms in the Business Complex for the duration of the class session. Rooms without a PA system can be served with a portable tape player. The equipment needs to be reserved 2 business days in advance to guarantee delivery; late requests might result in self-service. Microphones for the use with PA systems have to be checked out in person for the class period, most rooms do not require a microphone due to their seating arrangements and size. We do provide a portable amplification system to faculty members for whom it is necessary to adequately project their voice.

Procedures
Media Services has a variety of media equipment for use within the business complex. We deliver all equipment for standard setups to the rooms. For more elaborate setups (e.g. multi screen slides) we might require a TA from that class to perform the setup due to time constraints on our side. Classes in equipment usage are provided through our office by appointment. Please contact our office http://www.mccombs.utexas.edu/media/ for individual training.

Reservations for equipment can be made starting two weeks before the end of the previous semester. We confirm all reservations within one workday, either by e–mail, fax or phone. Requests can be made:

By e-mail: Media.Services@mccombs.utexas.edu
On our website: http://www.mccombs.utexas.edu/media/Reservations.asp
By fax: (512) 471-2997
By phone (512 232-6679
In person at our office, 7:45am-6:15pm Mon–Fri.

Submitting an equipment reservation does not guarantee availability until a confirmation is received.

In case of equipment failure Media Services will try to remedy the problem as quickly as possible. If the problem cannot be resolved we will try to supply the customer, to the best of our abilities, with backup or alternate equipment. Failure to provide a satisfactory result and the consequences caused by such failure are not the responsibility of this office or its affiliates. The customer is responsible for having adequate backup procedures at hand if the equipment fails.

Checkout support
Media Services has a variety of equipment for checkout to faculty and students in the Business School. These items can be checked out, with some exceptions, for a period of three days. Their purpose is to provide the customer with tools to create projects or presentations for their course work. Checkout is free, and only business faculty and students enrolled in business courses are eligible for this service. Certain kinds of equipment need to be insured and there is a late charge for overdue returns (see fee schedule).

Computers
There are several state of the art laptop computers available for checkout. Checkout period is limited to 72 hours per week. These computers may be used for presentations off campus and in other buildings on campus. The computers use the Windows 2000 operating system and the Business School Common Operating Environment (COE) which includes MS-Word, MS-Excel, MS-PowerPoint, MS-Access and MS-Outlook. They also have Internet connectivity through modems or the business school network.

Projectors
We have a variety of portable computer projection equipment which may be checked out by itself or in conjunction with a laptop computer. Checkout period is limited to 72 hours per week. These projectors may be used for presentations off campus and in other buildings on campus. Customers are responsible for ensuring that the projection equipment is compatible with their computer before they go to the presentation and ensure that they know how to switch resolution and activate the external video port on the computer.

Video
We have VHS camcorders and digital camcorders available, as well as accessories like tripods and microphones. These may be checked out for the duration of three days for taping interviews, events or any other business school related projects.

Multimedia
Digital still cameras and motion cameras (USB) may be checked out for the duration of three days for business school related projects like Web Pages or other electronic documents.

Audio Equipment
Microphones, portable PA’s and portable tape/CD players may be checked out for three days. All related accessories are available through us on a checkout basis.

Other
There is a multitude of other equipment available (see a complete listing on our web site at http://www.mccombs.utexas.edu/media/EquipmentList.asp). All equipment is available for business school related events.

Other Services
All services are available to business faculty, students and staff. Most services require a nominal charge for time and materials. Allow enough time for this office to finish your order; depending on workload the times mentioned below may not be possible. We charge extra for rush orders. All orders are handled on a first come, first served basis. The following services provided abide by copyright law, trademark, trade secret, and unfair competition law. Permission must be obtained for all intellectual property covered by copyright law.

Duplicating
Video and audio-tape duplication is available to business faculty, students and staff. Turn-around time is usually 24 hours. For orders larger than 3 copies, allow more time please. All video dubbing is done in real time, no high speed video dubbing is available.
A complete listing of our services and fees can be found at:
http://www.mccombs.utexas.edu/media/ServiceListings.asp

Translation
Video format translation is available from and to most international video standards. Please inquire at the office about your particular requirement.
A complete listing of our services and fees can be found at:
http://www.mccombs.utexas.edu/media/ServiceListings.asp

Editing
A digital video-editing suite, as well as an analog editing suite, is available to business faculty, students and staff. Professional support staff will assist and instruct you as needed. Reservation of these facilities is required.
Video editing as a service is also available, for a charge.
A complete listing of our services and fees can be found at:
http://www.mccombs.utexas.edu/media/ServiceListings.asp

Graphics
Our graphics division can create graphics and/or assist in modifying existing graphics for both print and electronic publication. We provide the following graphic services: scanning, digitizing of pictures and text, and creating PowerPoint presentations.
A complete listing of our services and fees can be found at:
http://www.mccombs.utexas.edu/media/ServiceListings.asp

Publications
Services are available for producing camera ready art for departmental periodicals, brochures, pamphlets, temporary signs, posters, ad layout, and nametags. For a complete listing see addendum or our web site at http://www.mccombs.utexas.edu/media/ServiceListings.asp.

Special events

Support
We provide support service for special events within the business school complex. There is a charge for this service only if a technician is required to maintain the equipment during the event. We will the set equipment up, instruct the user in its operation, and take it down.
After hours and weekend events will be charged for the duration of the event, plus 30-min. setup time and 30-min. strike time. Events starting during business hours and lasting beyond 5:00 PM Monday through Friday will be only charged the period after 5:00 PM plus 30 min strike time.
A complete listing of our services and fees can be found at:
http://www.mccombs.utexas.edu/media/ServiceListings.asp

Planning
We have professional event specialists on staff, which will assist you with the planning of your media needs. For special request beyond our capabilities we have good contacts with outside service providers who deliver professional services at a discounted rate if arranged through us. We will assist in arranging all your media needs and assure that all needed equipment is made available to you at the required time and place. Planning sessions for your events are free of charge when they occur during our normal business hours.

Recording
A video and audio recording service is available for a nominal charge. Reservations need to be made in advance and are subject to availability. If needed, we hire professional camera or mixing board operators at a fixed rate (see fee schedule). We also provide training classes free of charge for TA’s, faculty and staff in the operation of this type of equipment.
A complete listing of our services and fees can be found at:
http://www.mccombs.utexas.edu/media/ServiceListings.asp

Office Policies

Customer
The customer is to be treated with courtesy and respect. Before a customer leaves the area the employee ensures that all questions have been answered. All requests are to be taken seriously and met to our best ability. If a request does not fall within the normal operating parameters and a customer is unsatisfied with the availability of a service, a supervisor should be called. If satisfactory service cannot be provided the supervisor will decide if we can provide alternatives to the requested service. A customer is not to leave before a satisfactory answer to their request can be provided. As a last resort, always share some names and phone numbers of other entities on or off campus with the customer so the he/she can arrange for alternative solutions.
In case of a dispute or complaint, the immediate supervisor is always to be called and if this does not lead to resolving the conflict, the department head shall be called.

Service
All services will be provided to the best of our abilities to the customer’s specifications. Unsatisfactory services will always be brought to a supervisor’s attention.
Classroom deliveries are to be on time and completed before the class goes into session. A setup is not to be left until everything is turned on and working satisfactory. If equipment fails at the time of delivery a technician is to be called immediately and arrangements for backup equipment will be made in case the problem is not fixable in 5 minutes or less. After the technician informs the office that the equipment is out of service the backup equipment will be delivered immediately. If repair or replacement of equipment exceeds a duration of 10 minutes, the faculty member must confirm that a replacement is needed, or if possible they can hold the lecture with alternative teaching aids.
All other services need a written request (work order). The performing employee will consult with the customer about details of the service requested as needed. Work orders need to be filled out completely before a service is performed; the customer is to be informed about the cost before a request is accepted. All services are subject to a final inspection by the customer before payment is made, the customer will make no payment until the order is completed. The final product will only leave our office after a payment has been received or an arrangement to pay through an account has been made and signed.

Sales
No sales are to be made without a written receipt; a computer receipt is sufficient. In case of account sales all receipts need to be signed by the purchaser. All items are to be sold through an authorized seller only.

Media Services Policies
Media Services has a listing of their policies available, which outlines equipment checkout, late fees and insurance.

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The University of Texas at Austin

Mission and Office Manual

Table of contents:

Mission

Scope

Services

Special events

Office Policies

Mission

Scope

Services

Special events

Office Policies