XXXX | Policy Template

Policy Manager: [Policy Manager Title]

Classroom Issues

When a classroom A/V issue occurs, faculty should first attempt basic troubleshooting (power, connections, input/source, restart) and if the problem persists or impacts class, submit a trouble ticket. 

The ticket must include requestor name and contact, building/room, time the issue began, a clear problem description, steps already taken, class status/urgency, and any photos; the system will acknowledge receipt promptly and ticket will be assigned to the AV Coordinator for review.

 The A/V Coordinator troubleshoots and either resolves or contacts appropriate outside vendor(s) to resolve the issue. 

School Events

To request A/V assistance for a school event, the event organizer must first complete the official Event Brief form. Within the form, the requestor should check the box indicating that A/V support is needed. Once submitted, the Event Brief is automatically sent to the Events D‑List, ensuring that all relevant departments are notified of the upcoming event and its basic requirements.

In addition to submitting the brief, the requestor must directly contact the A/V Coordinator to provide specific details about the technical needs of the event. This direct communication ensures that the coordinator can plan appropriately, clarify requirements, and confirm equipment or staffing needs ahead of time.

Board Meetings

The Office of the President notifies the A/V Coordinator of the scheduled Board Meeting, including the time, date, and location. If the meeting is being held in a new or unfamiliar space, the A/V Coordinator conducts a walkthrough prior to the meeting to assess the room layout, identify technical needs, and determine the best setup for sound and streaming.

Based on this information, the A/V Coordinator arranges all necessary equipment and support, including providing an appropriate sound system and preparing the technology required to livestream the meeting via Microsoft Teams. The coordinator ensures all components are tested and ready prior to the meeting to support a smooth and reliable A/V experience.

Commencement

The A/V Coordinator serves as a standing member of the Commencement Committee and participates in all planning meetings. Once the committee determines the ceremony’s date, time, and location, the A/V Coordinator secures the necessary outside vendors to provide cameras, camera operators, audio support, and video screens. Committee members responsible for creating ceremony slides must submit their finalized PowerPoint presentation to the A/V Coordinator prior to the event. During the ceremony, the coordinator manages the slideshow and advances slides according to the official script.

The A/V Coordinator is also responsible for livestreaming the ceremony via Zoom and must provide the Zoom link to the Marketing Department in advance so it can be publicized. After the event, the coordinator edits the recording of the livestream and delivers the final video to the Marketing Department for distribution and archival purposes.

Lunch on Friday

For each Lunch on Friday event, the Gallery Director coordinates with the invited guest lecturer and requests their PowerPoint presentation, (if they have one) in advance. Once received, the AV Coordinator loads the file onto the AV laptop, tests compatibility, and confirms that all media elements function properly before the event day.

On the day of the talk, the AV Coordinator powers on the theater system, connects the AV laptop at the podium, and ensures the presentation is ready to go. Several handheld microphones will be set out and tested for use during the Q&A portion at the end of the lecture.

Approval Authority: [For policies, either CIA Cabinet or Board of Directors; for procedures, the expected governing body for the approval and revision of the document.]

Adoption and Revision History