Multimedia Policy

1. Purpose

The purpose of this document is to inform Multimedia clients of their rights and responsibilities regarding policies, procedures, services, and the code of conduct regarding the ITS Multimedia Policy.

2. Scope

The ITS Multimedia Office provides computer hardware, audio and video equipment, software, facilities, training and various accessories to AUP students and faculty involved in multimedia projects.

3. Policy

Clients are requested to read this ITS Multimedia Policy, confirm their acceptance of the policies and procedures, and sign any required documents.

The policy is available on the AUP website, including the check-out and check-in procedures. A printed hardcopy version of this document is available from the ITS Multimedia Office.

For any questions about this policy, please contact the IT Services Director.

4. Responsibilities of Clients

4.1. Requests to borrow equipment must be made via an email to multimediaataup.edu

4.1.1. A request for equipment may be refused at any time and borrowing privileges may be suspended if the ITS Multimdia Office has observed that the equipment is at risk or if the AUP Code of Conduct has been violated.

4.2. Check-out: When checking out equipment, clients accept responsibility for repair and replacement costs of items that are lost, stolen, or damaged. When a reservation is made by a group, each member of the group is totally responsible for the care and return in full. No partial returns will be accepted.

4.3. Check-in: Multimedia clients must return equipment on time and in good condition. Equipment is to be returned in the same state as when received and in its carrying bag. Multimedia office staff will inspect the equipment at check-out and check-in time. Chewk-ins must be andled in person by the Client. All borrowed equipment must be returned in full. No partial returns will be accepted.

4.4. Lost, damaged or broken equipment should be reported to the Multimedia Office as soon as possible.

4.5. Clients are requested to maintain communication with the ITS Multimedia Office and to reply within 36 hours to any contact from the ITS Multimedia Office.

4.6. Mutual respect is to be observed between clients and the Multimedia office staff.

4.7. Clients must leave facilities such as the Film Studio and the Computer Labs clean and in order. Clients may face fines and have their borrowing privileges suspended if they do not follow the policies stated in this document.

4.8. Clients may face fines and have their borrowing privileges suspended if they do not follow the policies stated in this document.

4.9. AUP Staff and Faculty: Clients working for AUP’s offices and departments are subject to all policies, procedures, fines, and suspensions specified in this document. Any AUP department or office for which a student checks out equipment will be responsible for paying any fines or any repair or replacement fees.

5. Availability of Multimedia Equipment and Services

5.1. Equipment is available until the last day of class.

5.2. For video production classes, equipment is available until the last day of final exams.

5.3. Equipment is checked out for a limited number of days depending on the available stock and needs.

5.4. Professors, advisors, and supervisors should contact the ITS Multimedia Office at the beginning of the semester to discuss their assignments and the scope of the multimedia projects that will be assigned for completion on or before the last day of class.

6. Multimedia Client Status and Eligibility

6.1. Student Eligibility: Students with active AUP accounts are eligible to borrow multimedia equipment.

6.2. Account Expiration: Student accounts expire on the last day of classes of each semester and on the last day of the final exams period for students enrolled in a video production class or any class for which video assignments are mandatory.

6.3. Alumni and AUP Film Studio: Alumni with a valid AUP ID card and with a valid AUP administrative situation are eligible to use to the AUP Film Studio for photographing, filming and editing purposes.

6.4. Staff & Faculty: AUP faculty and staff with a valid AUP ID card have access to ITS Multimedia equipment, facilities, and services.

7. Multimedia Priority System

7.1. Multimedia equipment, facilities, and services are available on a first come, first serve basis.

7.2. Priority is given to reservations from students enrolled in a video production class or any Film or Communication class.

7.3. The ITS Multimedia Priority System is defined as follows:

  1. Video Production classes
  2. Directed Study, Senior Project or Thesis requiring the use of audio and/or video equipment. Students and their professor/advisor should contact the ITS Multimedia office at the beginning of the semester and as soon as the project has been accepted and registered at the Registrar’s office.
  3. Special projects that do not fall into the above categories.
  4. Within each project topic, available equipment will be made available according to the following priories: Students, Faculty, Staff, Alumni (for Film Studio only)

8. Fines, Suspensions, and Account Blocks

8.1. Damaged or missing equipment is a violation of this policy. Equipment returned late, damaged may result in fines and account blocks.

8.2. Fines and Blockages of Accounts: When a fine is outstanding, an account block is applied resulting in the Client’s transcripts and diplomas being unavailable until the matter is resolved. The account is unblocked when fines are fully paid or when the matter has been resolved.

8.3. Suspension of Privileges: Clients who owe fines or who fail to reply within 36 hours to any communication from the ITS Multimedia Office or who fail repeatedly to pick up multimedia equipment that they have requested will have their privileges will be suspended.

8.4. Suspension Period: The suspension period will be for one week. A client’s suspension period starts automatically when the ITS Multimedia Circulation policy has been violated. During the suspension period, access to the ITS Multimedia Office equipment are not available. Clients and their Professors will be notified by email.

9. Appeals

9.1. Clients facing a fine or a suspension of borrowing privileges who feel their case and circumstances are not covered by the ITS Multimedia Policy may contact the ITS Multimedia Office in writing to request an explanation.

9.2. Clients may request an appointment with the ITS Director and should include all previous correspondence from the ITS Multimedia Office. Clients and/or the ITS Director may request the presence of ITS Multimedia Office staff at the meeting.

9.3. Clients are asked to respect the order of appeal:

  1. ITS Multimedia Office
  2. ITS Director