Classroom Utilization & Audiovisual Support Procedure


 

Scope

This procedure defines the parameters for the utilization of institutional classroom and conference room space and the utilization of audiovisual support services for Augusta University.

Entities Affected By This Procedure

Authorized users of these resources are:

  • All academic, administrative and business units that comprise the Augusta University
  • Augusta University Health 
  • Student organizations registered with the Office of Campus Life Services
  • Augusta University Academic Council and Associate Provosts
  • Other campus organizations recognized by the Office of the Vice President for Finance
  • External organizations, societies, associations or other groups who are invited to the Augusta University campus for the purpose of presenting seminars, proposals or demonstrations

Requests for audiovisual support services from community users will be evaluated on a case-by-case basis by the Manager of Instructional Systems. Use of campus facilities by community users is governed by Administrative Policy.

Contacts

Contact Telephone E-mail
ITS Classroom Scheduling 706-721-0902 CLASSROOMSCHEDULING@augusta.edu

Related Documents

  • Requests for audiovisual support are initiated through Information Technology Services at ems.augusta.edu.

Use of Classrooms for Non-Academic Events
Scheduling of all general use classrooms for academic courses is the responsibility of the Office of the Vice President for Enrollment and Student Services. The scheduling of all general use classrooms and conference rooms for special events is the responsibility of Information Technology Services. Special events are defined as any event not directly associated with a specific course number or with a scheduled meeting time of an academic course. Special events cannot be scheduled in classroom facilities beyond the current semester as scheduled in Banner.

It is the responsibility of the requesting department to ensure their class or event is completed as scheduled and the room vacant prior to the next scheduled program. All rooms are reserved with the scheduled end time of ten minutes before the hour or half hour with the final ten minutes used as a transitional time for instructors, students, and technical support staff.

Requests for classroom space by outside agencies will be made to Information Technology Services and are contingent upon management approval. In general, the mission of a requesting agency must be reflective of the mission of the Augusta University. Any group approved to use Augusta University classroom space must strictly adhere to the following requirements:

  • Payment of applicable fees including room rental, equipment rental and audiovisual support fees.
  • Provide the name and contact information for an Augusta University employee who shall act as a host for the group and be present for the duration of the event. In lieu of a campus host, the Public Safety Division must be contacted to provide a public safety officer. The scheduling of a public safety officer is the responsibility of the requesting agency and subject to appropriate charges. The name of the Augusta University host/Public Safety official must be identified to Information Technology Services a minimum of five working days prior to the scheduled event. Campus buildings will not have entrances unlocked for any event; it is the duty of the Augusta University host or public safety officer to control entrances for attendees. Classrooms will not be opened or placed into use unless the Augusta University host or Public Safety officer is physically on site fifteen minutes prior to the scheduled event time.
  • Security is of the utmost concern. The requesting agency must ensure that all event attendees display a name tag identifying them and the program they are attending. Additionally, vehicles of attendees shall have a place card on their dashboard, visible through the windshield, identifying the name and room location of the event they are attending. Program attendees are restricted to the scheduled classroom and immediate vicinity (to include restrooms). Loitering in any other areas of the building is prohibited.
  • If food is to be served, arrangements should be made with Augusta University Environmental Services to obtain appropriate waste receptacles or contract for event cleanup. Appropriate fees may be applicable and are the responsibility of the requesting agency.
  • Augusta University Public Safety and Information Technology Services retain the authority to halt and cancel as necessary any program that does not comply with established policies or if event organizers fail to maintain control of its participants.

Ad Hoc Usage of Classroom Space

Information Technology Services has multiple rooms on campus with instructional technology installed as a permanent fixture. This equipment should not be used without prior permission. Finding an empty room and conducting an ad hoc meeting or class is inappropriate and potentially disruptive to groups that may have classes or events scheduled in the room.

Late Requests for Audiovisual Support and/or Equipment Usage

Requests for support that are made with less than twenty-four hours notice (excluding weekends and holidays) will be evaluated on a case-by-case basis. Short notice requests will be fit into the schedule, as workload permits, with priority given to previously scheduled classes and events.

Charges for Services

Type of Event Technician Charge Equipment Charge
(1) Official class sessions (with course numbers) that are scheduled through the Registrar's Office. No No
(2) Events without a course number scheduled in support of academic units, administrative units, Georgia Regents Health System or registered organizations and conducted on the main campus between the hours of 8:00 a.m. and 5:00 p.m., Monday-Friday, excluding official Augusta University holidays. No No
(3) Events without a course number scheduled in support of academic units, administrative units, Georgia Regents Health System or registered student organizations and conducted on the main campus before 8:00 AM or after 5:00 PM, Monday-Friday or anytime on weekends or official Augusta University holidays. Yes No
(6) Events scheduled in support of external organizations, societies, associations and groups, regardless of the day, time or location. Yes Yes
(7) Events that generate revenue through registration. Yes Yes
(8) Events conducted by any authorized user in a location other than the main campus. Yes Yes

Any dispute regarding the appropriateness of charges will be decided by the Manager of Instructional Systems.

Removal or Return of Equipment and Vacating Classroom Space

The removal of audiovisual equipment from classrooms, conference rooms or storage areas without the explicit written permission of Information Technology Services is strictly prohibited. Such actions will be considered vandalism or theft and reported to Augusta University's Public Safety Division accordingly.

All rooms are reserved with the scheduled end time of ten minutes before the hour; classrooms are assigned for the first fifty minutes of an hour with the final ten minutes used as a transitional time for instructors, students, and technical support staff.

Responsibilities

Entity Responsibility
Vice President for Enrollment for Student Services Responsible for the scheduling of all classrooms for academic courses.
Information Technology Services Responsible for the scheduling of all general use classrooms for special events (i.e. administrative meetings, interviews, hearings, workshops, etc) and for the provision of audiovisual support services to both academic courses and non-academic events.