LMS Policies effective Fall 08

Faculty Policies

I. Language Media Services is a division of the School of Languages, Literatures and Cultures (SLLC) not ARHU Classroom Support. As such we are under no obligation to check out equipment(i) to non-SLLC courses. As of February '08 Non SLLC courses will be allowed to reserve equipment and/or the AT&T Lab for a fee. Non SLLC Faculty can not check out LMS computer carts without a prior reservation.

II. Equipment(i) must be picked up from and returned to the LMS office in Jimenez 1202. We normally cannot deliver to a class, as we do not have the staffing to support checkouts, tech needs and deliveries at all times. In special needs cases, it is possible that an arrangement may be worked out wherein an instructor may have equipment delivered, or may have their equipment picked up by an undergrad in the class. To do this, the instructor must speak with the LMS supervisor and describe their situation. If an undergrad from the class is to pick up the equipment, we will need the students name from the instructor, and the student must present a photo id at the time of checkout. We will retain the student's ID with us at LMS until the student brings back the equipment.

III. Equipment(i) MUST be returned at the conclusion of the instructors class period. If equipment is repeatedly kept for a span of time greater than one day without prior notice, LMS will be forced to speak with the department chair about what action should be taken.

IV. Any piece of equipment(i) that is available for checkout may be reserved ahead of time by an instructor to ensure that it will be available at the time they wish to use it. Non SLLC courses may reserve an check out computer carts for a fee. Televisions may not be reserved by Non SLLC faculty but are available for checkout at the time of their class free of charge

V. All work requests(ii) must be logged on a work request form (separate form for scan requests). We require at the very least: Name, email address, and a detailed description of the work to be done. The LMS Supervisor will notify the instructor should any problems arise during the course of the work order. Instructors will no longer be required to provide their own blank media(iii) for copying and conversion tasks.

Due to copyright concerns LMS may no longer make full copies of movies for instructors. All copies made must remain in LMS and will be destroyed at the end of the semester. If an instructor is making a copy of a personal video, or requests a clip(up to 3 minutes is acceptable by law) that will be taken with them from LMS upon completion they must provide their own blank media(iii). Please allow at least 1 day turnaround for scanning projects, 2 days for copying and conversion tasks, and at least 3 days for digitization. Some tasks (based on quantity of material) may take longer, and the instructor will be notified of the timeframe for completion. Only SLLC instructors may submit work orders unless a prior arrangement is made with the LMS Supervisor.

VI. Equipment(i) may be put on standing reserve(iv) but it is up to the instructor to let us know if they will not need the equipment on a specific day at least 3 days in advance. If an instructor fails to pick up a piece of equipment they have reserved they will be given a warning. Repeated failure to pick up reserved equipment may result in future reservations being removed from the calendar. Non SLLC Instructors may put equipment on standing reserve(iv) but will be asked to sign off on it for each day that they take out the equipment.

VII. Likewise, the ATT lab may be reserved but LMS must be notified if an instructor will miss a Lab session so the spot may be freed up for another instructor's use. Non SLLC instructors must submit a request via the online form and will be charged for the use of the lab

Non SLLC Policies

I.Non SLLC Faculty may check out and reserve the computer carts located in LMS via online form. They are required to submit an FRS number so that we may charge their department for each use of the equipment at the end of the semester.

II.When a request from an Non SLLC instructor is submitted, the LMS supervisor judges availability based on the calendar and confirms with the submitter whether they can or can not reserve equipment for the time specified. If no equipment is available then the submitters department will not be charged. If equipment is available then a reservation will be entered into the calendar and a confirmation email will be sent to the submitter. We will then keep the submitted information on file and the submitter will be required to sign off on it when they come to pick up the equipment. If the request is for multiple days, the submitter will be required to sign off on the sheet once for each day that the equipment is used. THE PERSON WHO SUBMITS THE REQUEST MUST BE THE ONE WHO PICKS UP THE EQUIPMENT!

III.If after making a reservation a Non SLLC faculty member must cancel, they must do so within 24 hours of their reservation. If a Non SLLC faculty member fails to make a cancellation within the appropriate time frame they will be marked as NO SHOW and their department will be charged the full amount for the time they had equipment reserved.

IV. The ATT Lab may be reserved by Non SLLC faculty via the same electronic form that equipment may be reserved. The LMS Supervisor will check the availability in the lab and confirm with the submitter whether or not they can have the timeslot requested. If not their department will not be charged. If the Lab is available for the time they requested then we will keep their information on file and they must sign off on it before their scheduled meeting time. Failure to cancel a reservation more than 24 hours in advance will be marked as a NO SHOW and the department will be charged the full amount for the time.

V. Non SLLC faculty may check out televisions and CD players from language media services free of charge, but may no longer reserve them ahead of time.

Student Policies

I. Students MAY NOT check out equipment(i) unless a Faculty Member has specified with us that said student is to be the designated pickup for a class. This may be allowed in cases where a professor knows they will be late in arriving to a class regularly and will not have time to visit LMS before their class. We will NOT check out equipment to a student unless we have been specifically given their name by the Faculty Member in charge of the class, and they must present ID when checking the equipment out.

II. We will not perform work-requests(ii) for a student unless they have the endorsement of a faculty member present when they make the request.

III. Audio Tapes may be loaned to students One at a Time for the duration of one business day. The student must present their Student ID at the time they receive the audio tape. The ID will be returned to the student upon the safe return of the LMS equipment(i) Tapes are not to leave the building. The Student may copy the tapes if they have blank media(iii) at a copy station in the independent study Lab located in room 2224 (instruction will be provided if requested) Listening stations are also located in the same room. As the video stations in the independent study lab are stationary by device, students listening to Audio Tapes at a station where another student needs to watch a video are required to move to another station should the situation arise.

Failure to return an audio tape in a one day period will result in the student being placed on warning. They will be recorded as being "on warning"(vi) and will remain so until the end of the semester. Failure to return after a second day will result in the student being denied future service from LMS. In addition, a second infraction after an initial warning will also result in a final warning. A third infraction will result in a denial of service for the offending student.

IV. LMS copies of VHS and DVD visual media are not to be loaned out to a student Under ANY Circumstances. If a Faculty Member wishes to provide their own material for reserve(v) they may specify that they will allow students to check that material out. Should a student wish to watch a Video in the LMS catalogue, they must provide their Student ID. They will be given a numbered remote control for a corresponding independent study lab station, and directed to the lab. An LMS staff member will place the requested media in the appropriate device and it will play to the corresponding station in the lab. The Students ID will be returned to them upon the return of the remote.

The Student will be given a 2 hour period during which to watch the media (some lenience will be given as we understand different movies are different lengths). The remote is not to be taken to class if the student can not finish watching a video. This only prevents fellow students of the opportunity to use the station. The student must return the remote to LMS and resume watching at a later time. If it is discovered that a Student has the remote for a station and is not currently occupying the station for an extended period of time, then they will be recorded as "on warning"(vi). Three warnings will result in a denial of service.

V. Course CDs may be loaned out to students for use in the ATT lab. Students may either use the computers to listen to the CD or copy it with their own blank media(iii) when a class is not in session. (provided the publisher has given permission to copy). All of the computers have only CD copying capabilities. (We have no device to copy DVDs unless it is for a special instructional project). The CDs are to remain in the building. Students may borrow the CDs for the length of one business day. Failure to return the media in one day will result in the student being placed on warning(vi) Subsequent failure to return the media will result in denial of LMS services. Like audio cassettes the Student is subject to being on warning for the remainder of the semester.

VI. It is the student's responsibility to know what media they wish to view or borrow. LMS is not responsible for knowing what their Professor has assigned to them. Often we will know, but we are not required nor are we always told what they will be checking out. Do not assume we do.

Notes