> Policies, Procedures & Standards

Classroom Utilization and Audiovisual Support Procedure

Scope
This procedure defines the parameters for the utilization of institutional classroom/conference room space and the utilization of audiovisual support services for the Medical College of Georgia.

Entities Affected By This Procedure
Authorized users of these resources are:

• All academic, administrative and business units that comprise the Medical College of Georgia
• MCG Health, Inc.
• Student organizations registered with the Office of Campus Life Services
• MCG 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 MCG 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 Classroom Services.  Use of campus facilities by community users is governed by Administrative Policy 2.2.01, Use of Facilities at the Medical College of Georgia.

Contacts

Related Documents

• Requests for audiovisual support are initiated through the ITSS Classroom Services Office at www.mcg.edu/itss/ss/ocrs/avform.htm. 

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 the ITSS Classroom Services Office. 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 the ITSS Classroom Services Office and are contingent upon management approval. In general, the mission of a requesting agency must be reflective of the mission of the Medical College of Georgia. Any group approved to use MCG 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 MCG 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 MCG host/public safety official must be identified to the ITSS Classroom Services Office 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 MCG host or public safety officer to control entrances for attendees. Classrooms will not be opened or placed into use unless the MCG 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 nametag 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 MCG 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.


• MCG Public Safety and the ITSS Classroom Services Office 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
The ITSS Classroom Services Office 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

Any dispute regarding the appropriateness of charges will be decided by the Manager of Classroom Services.

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 the ITSS Classroom Services Office is strictly prohibited. Such actions will be considered vandalism or theft and reported to MCG’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