UAMS ADMINISTRATIVE GUIDE

NUMBER: 12.2.01
DATE: 07/01/94
REVISION:

SECTION: ACADEMIC AFFAIRS
AREA: EDUCATIONAL SERVICES/MEDIA SERVICES
SUBJECT: AUDIO-VISUAL SERVICES

POLICY

The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the audio-visual services available through the Office of Educational Services.

PROCEDURE

  1. The Audio-Visual Office is located in the Educational II Building, Room B-143. The office operates on a Monday-Thursday daily schedule of 7:30 a.m. to 10:00 p.m. and Fridays 7:30 a.m. to 6:00 p.m. Audio-Visual personnel are available from 6:30 a.m. to 10:00 p.m. Monday through Thursday and Fridays 6:30 a.m. to 6:00 p.m. Audio-Visual technicians are on "standby" to support weekend functions.
  2. Audio-visual equipment and projectionist/technical services can be requested by calling extension 65575 or by providing the vital information on the UAMS Meeting Room/Audio/Visual Equipment Reservation Form provided by the Office of Educational Services. Faculty and staff requesting less than 24 hours in advance may be required to obtain the equipment in person on a checkout basis during periods of peak activity.
  3. The following UAMS areas are designated for delivery of audio-visual equipment: Administration-Conference Rooms A, B, B-2, C, Education II-All locations, Hospital-M1034, 4D27, 8001, and Shorey-Auditorium, 2S02G, 8025.
  4. One-time meetings requiring Audio-Visual equipment or services in rooms not listed in (3) should be submitted to the supervisor of Audio-Visual Services for approval at least 24 hours prior to the meeting. Delivery is contingent upon available equipment and personnel.
  5. Regularly scheduled meetings requiring Audio-Visual equipment or services in rooms not listed in (3) should be submitted in writing to Slot 615, at least two weeks prior to the meeting.
  6. The Audio-Visual Services supports an emergency line dedicated for use in reporting, emergencies, for example equipment failures and lamps burn-outs. The Emergency Line answered by Audio-Visual technicians is extension 6555. Non-emergency communications should be directed through 65575.
  7. The Audio-Visual Services provides the following services: Delivery and distribution of requested audio-visual equipment, set-up and testing of equipment, assistance and instruction in the operation of the visual equipment, retrieval of equipment, projectionist/technical support upon request, loan of audio-visual equipment, and repair and preventive maintenance of audio-visual equipment.
  8. Loan of audio-visual equipment is available through the Audio-Visual Services. Equipment is loaned out for use in UAMS-associated activities by faculty or staff on an overnight basis or for extended periods. The borrower assumes full responsibility for the equipment, and will be required to provide a UAMS account number prior to checkout to be used in the event of loss or damage to the equipment. Replacement bulbs are routinely checked out with projectors, and must be returned. In the event of a burn-out, the burned-out bulb should be returned to avoid replacement charges.
  9. All Audio-Visual equipment includes a 20 foot AC extension cord and an appropriate cart or travel case is supplied.
  10. For additional information concerning the Audio-Visual Services, contact extension 65575.

OES MEETING ROOM & AUDIOVISUAL EQUIPMENT RESERVATION INSTRUCTIONS

GENERAL INFORMATION

Departments must complete the OES Meeting Room & Audiovisual Equipment Reservation Form when requesting a OES meeting room and/or audiovisual equipment. Forms are available through OES, extension 65575. Return completed form to OES, slot 615. Room or Audiovisual requests may also be made by accessing the VAX mainframe computer. At the "$" prompt type the word "Room". On-line instructions are available. Confirmation of requests will be sent via E-mail.

COMPLETING THE FORM

  1. Room: Enter the specific location of the room.
  2. AV REQUESTED: Indicate the space provided the type(s) of audio-visual requested. Refer to the OES User’s Guide for descriptions of equipment or contact 65575.
  3. Acct.#: Enter the requesting department’s account number
  4. Special TV Requirements: Enter the special TV requirements related to the request.
  5. Call: Check appropriate space for a confirmation call placed by the OES staff regarding this request.
  6. Today’s Date: Enter the current date.
  7. Time: Enter the time in which this request form is completed.
  8. Initials: Enter the requester’s initials in the space provided.
  9. Requester’s Name: Enter the name of the requester.
  10. Host/Moderator’s Name: Enter the name of the host or moderator.
  11. Department/College/Unit: Enter the name of the requesting department, college, or unit.
  12. Phone: Enter the telephone number of the requester.
  13. Mail Slot: Enter the mail slot number of the requester.
  14. Course/Meeting Description: Enter a description of the course or meeting related to the request.
  15. Estimated Number of Participants: Enter the estimated number of participants.
  16. Start Date: Enter the first day of the event.
  17. End Date: Enter the last day of the event.
  18. Days of Week: Enter the days of the week associated with the event.
  19. Meeting Times: Enter the times the event will begin and end.
  20. If this is not a weekly event, please enter dates needed: Enter the dates of the event.
  21. Request Room Number: Enter the number of the room requested.