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.
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).
Definitions of Services
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 approved event will have an approved room reservation with the Registrar's
Off-Campus Event Request:
Requests for equipment reservations to take technology to a
remote location are permissible, however remote dedicated technology support is
Digital Display Advertisement Requests:
Technology Support Services maintains a network of digital
signage displays. The information is
displayed in high definition digital format on displays located in several
buildings throughout campus. A digital advertisement
can be pre-scheduled for the day of your event and will be visible on the
display of your choice. Content creation
is solely the responsibility of the requestor.
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 video cameras in the Amphitheater can also be used to
host a Skype video call or Google Hangout through a dedicated computer housed
in the Amphitheater booth.
Technology Support Services works closely with the Marketing
Department's photographer/videographer to ensure that the house sound system
produces quality audio to the videographer's camera (where applicable).
Service Level Agreement (SLA)
Service level agreements formally define service and
expectation requirements between the requestor 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.
On Campus Dedicated Event Technology Support Request:
Dedicated event technology support requests are made via an
online form http://intranet.lesley.edu/it/event-technology-request/
Valid Lesley University credentials are required to access
the intranet 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 the Equipment
Reservation link under Technology
Requests on http://intranet.lesley.edu/it/. We suggest making your reservation two weeks
prior to your event to ensure availability. The requestor 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
requestor's department budget or at the discretion of the department head, the
Digital Display Advertisement Requests:
All Lesley University requests for advertisements on the university's
local displays require the same two week lead time and are incorporated within http://intranet.lesley.edu/it/event-technology-request/ form. All material
displayed is subject to review by Information Technology and/or Marketing and Public
Relations department. This type of request does not require a room reservation
confirmation. Content creation is the
responsibility of the requestor.
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 the Equipment Reservation link under Technology Requests on http://intranet.lesley.edu/it/.
To schedule a Tandberg/Skype video conference in the
Amphitheater, the event technology support request form is required. http://intranet.lesley.edu/it/event-technology-request/
Video Recording Events:
Technology Support Services does not offer this service.
Please contact the Marketing department to place a request for this specialized
service. We can assist with audio
connections for the videographer for the event.
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
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. Requestor
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 walkthrough, the requestor 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 requestor and school Dean or department director
You should consult with the Technology Support
Services division of Information Technology prior to booking space for your
event. If you do not require a
consultation, you can make your room reservation directly with the Registrar's
Fill out the http://intranet.lesley.edu/it/event-technology-request/
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.
A walkthrough consisting of a consultation and
or training is required for all events utilizing technology except at the
discretion of the Technology Support Services.
The walkthrough will be documented and requestor sign off is required.
If you require guest network access for an individual presenter, the requestor is
responsible for creating a guest account at https://intranet.lesley.edu/it/infrastructure/wireless/
Guest network access for a group
University personnel can be requested by e-mailing your request to firstname.lastname@example.org
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.
Content for digital displays requires two weeks
The event facilitator is responsible for the
security of the equipment.