Policies

  1. MISSION:
    Audio Visual Services is an instructional support operation that was created initially for the faculty of Westminster College, whose mission is to provide educational service and support for the college's academic needs. Multiple services are available to faculty, students, staff and some community non-profit organizations.

  2. MEDIA LIBRARY:
    The College Film and Video Library is an instructional resource intended for academic use only. For complete details, see the Media Library Collection Development Statement.
    • Faculty members may borrow titles for 28 calendar days, or place titles on reserve for scheduled viewing by individuals or groups.
    • Students with a completed Media Request form from their instructor may borrow titles for a period of 7 calendar days for educational purposes only.
    • Staff and administration may also borrow titles for the standard 28 calendar day checkout period.
    • See #5 on this page for information on extensions.
    • Fines (as posted) will be charged for all overdue returns.

  3. MEDIA ACQUISITION:
    To maintain a comprehensive listing, avoid duplication of purchases, and ensure the most resourceful use of Westminster College funds, all orders for purchase, rental or preview of DVDs, videos, and other types of motion media are to be processed using the Resource Purchase Form. Library and Audio Visual Services staff will process the order, ensure all necessary license compliances are met, and proper cataloging occurs. Purchased media will be stored in and circulated by the Audio Visual Department to ensure maximum access, proper maintaining and circulation of the media, and accurate tallies on various annual reports. Purchases not processed through this method will be refused upon arrival and returned to the sender. (For information on donating purchased media to the college's holdings, see the Media Library Collection Development Statement in #2 above.)

  4. EQUIPMENT POOL:
    Circulating Audio Visual equipment is available on request.
    • Requests are to be submitted electronically via the electronic Equipment Request form, and will be handled on a first-come, first-served basis. An advance notice of two business days is required. Same day requests and checkout are not possible.
      • Faculty use of AV mobile equipment, stored in all educational buildings, (with the exception of the McGill Library and Old 77,) is SELF SERVICE. Rules governing SELF SERVICE equipment use are posted in each mobile storage location.
      • Students with a completed Media Request form from their instructor may borrow circulating Audio-Visual equipment for Westminster educational purposes only.
      • Individuals who want to use AV equipment in Orr Auditorium or Beeghly Theatre must contact the Orr/Beeghly Stage Manager, who will then request the appropriate equipment from AV.
      • Individuals who want to use AV equipment in Berlin Lounge must contact Student Affairs.
      • Audio Visual Services reserves the right to refuse any equipment request as inventory, staffing, resources, and college policy may dictate.
      • All patrons are responsible for timely pick-up and return of borrowed equipment, as well as any damages incurred while equipment is out under their name.
      • Fines (as posted) will be charged for overdue returns and replacement costs if materials are lost or damaged. Any account with an unpaid fine will have an administrative hold placed on their account, freezing all borrowing privileges. Repeat offenses will result in termination of the account.
      • See #5 on this page for information on extensions.
      • Please note: Equipment operators are not provided through AV Services. Patrons may, however, contact students employed through AV Services to negotiate an individual hourly rate to provide this service outside of their AV work hours. This service is not provided through the Audio Visual department.
    • In light of limited budgets, staffing, and resources, college policy dictates that Audio Visual equipment is available for on-campus, academic use only. Exceptions to this policy can include some forms of off-campus study, student teaching, academic conferences and competitions, and certain "all college" on-campus events. While any event might be considered to meet the requirements for AV support by the organizers, final determination rests with the Director of Audio Visual Services. These requests are reviewed on a case by case basis by the Director of Audio Visual Services. The person completing the Equipment Request form will receive notification of approval or denial by email. As a result, organizations may only borrow this Audio-Visual equipment for educational "Westminster Events" providing all of the following criteria are met:
      • The event is indeed academic.
      • The equipment is available, and not being used for personal or commercial profit.
      • The event is on campus.
      • Copies of any necessary licensing or copyright arrangements have been provided to the Audio Visual Services department at the time of reservation.
      • The event is open to the entire campus.
      • Support for the event can be reasonably attained with the existing staff and resources of the Audio Visual Services department.

        While any event might be considered to meet these criteria by the organizers, final determination rests with the Director of Audio Visual Services. These requests are reviewed on a case-by-case basis, and the person completing the Equipment Request form will receive notification of approval or denial by email. In the case of a denied request, Audio Visual Services can, on request, provide a list of area agencies where such equipment may be rented or purchased.

        NOTE: The Instructional Resource Council had a lengthy discussion during the 2001-2002 school year regarding use of the college's presentation technology resources by various non-Westminster and non-academic organizations. "Presentation technology" in this case refers to video/data projection systems, desktop and laptop computers, and the like. The discussion was led by a number of reports concerning the sheer volume of these types of requests received by the college, plus data-driven reports on support required and costs associated with the additional use, maintenance, and repairs. Cognizant of the vast array of intricate relationships, and a concern that continued support of the "non-use policy" might drive away business, and alienate long time friends of the college, the IRC was in favor of allowing such use by external organizations. The IRC however determined that this obviously could not occur without additional revenue streams, staffing, and support. A full report, requesting special consideration for additional revenue, staff, and support was completed and presented to the President's staff in the spring of 2002. This request was unfortunately denied, primarily due to the current economic picture. As a result of the President's decision, the IRC had no choice but to continue the "non-use policy" previously in effect. In short, all campus computing and "smart" technologies (data/video projectors, document cameras, computers, etc.) are off limits for non-Westminster, non-academic use. The organizing group/individual initiating the contract has the responsibility of providing this specific type of equipment for their presenters, whether those presenters are college employees or not. At most colleges and universities, a fee structure is in place for rental of such equipment, often times directly from the institution, and a full-time technician is on hand and available to support that event at a fee also. Westminster's leadership has decided that this is not a priority or a direction that the college wishes to pursue.

    • It is not necessary to reserve the existing accessible equipment installed in academic buildings, or the Witherspoon and Mueller rooms of the McKelvey Campus Center with AV Services. (DVD players, ceiling mounted projectors, etc.) Standard AV equipment request procedures apply to reserve additional or secured AV equipment. (Laptops, mics, document cameras, etc.)
    • All requests for public address equipment, such as microphones, mic stands, speakers, amplifiers, and the like are to be processed through the Audio Visual Services office. (Exception: Athletic events, Orr Auditorium, Chapel events, and Beeghly Theater.)
      • Furniture requests (ie: podiums, tables, chairs, etc.) remain under the direction of the Physical Plant office, and must be submitted in writing to the Physical Plant office at least 48 hours prior to the event.
      • The Director of Audio Visual Services reserves the right to refuse any public address equipment request. (Requests for standard classrooms and groups of less than 40 people typically are not honored.)
      • A fee of $50 will be charged to outside organizations, student groups* and individuals for rental and upkeep of these systems. Payment must be made in the form of a check made out to "Westminster College" 24 hours prior to the event.
      • The requestor is solely responsible for any damages, theft, or loss occurring from rental to return, and will be charged accordingly to cover repair or replacement.
      • Outside organizations, student groups, and individuals are permitted to use Audio Visual public address equipment within the confines of the Westminster College campus only, and must have an AV certified sound engineer on hand (unless waived by the Director of Audio Visual Services) at the event. An hourly fee (as posted in the Audio Visual office) will be charged for this individual to set-up, run, and return the equipment.
      • Additional restrictions apply for the Venue (large) public address system.

  5. REQUESTING EXTENSIONS:
    Requesting an extension does not absolve any patron from fines previously accumulated.

    General extension policies:
    • ALL EXTENSIONS REQUIRE AV APPROVAL AS NOTED BELOW PRIOR TO COMPLETION.
    • Submitting a request for an extension does not mean it is permissible.
    • Only one extension is permissible.
    • Special extended loan periods for capstone/honors students are possible only when a complete approved list of names has been provided BEFORE the first checkout.
    Extensions for media library titles:
    • For complete details see the Media Library Collection Development Statement in #2 above.

    Extensions for equipment checkouts:

    • Extensions must be submitted either by email or phone prior to 4 PM one business day before the due date for all materials. "Date due" requests will not be honored.
    • Approval is required from the AV Equipment Circulation Manager, and/or Director of AV Services prior to completion of the extension.

  6. EQUIPMENT ACQUISITION:
    The Director of Audio Visual Services must be consulted prior to the purchase and/or acquisition of any type of audio or visual equipment for the college. This is to ensure that each purchase is carefully considered, meets the current minimum specifications as required by the college, and if applicable, will naturally integrate with the Westminster College Network and Technology Plan. A.V. Services will not provide upgrades, support, and/or repair services for items purchased independently, that are not available for use by all academic departments, or that do not meet established college standards.

  7. AV CLASSROOM RESERVATION:
    The Audio Visual Classroom (McKelvey 180) may be reserved for media related presentation activities. Further information is available here.

  8. COPYRIGHT:
    Westminster College fully respects all rights that exist in any material protected by the copyright laws of the United States while also encouraging usage of the material that furthers the educational mission. We believe that a balance must exist between the rights of the producers and distributors of works and the privileges of users who benefit from their use. To accomplish this, Audio Visual Services expects compliance with copyright laws from all members of the Westminster community while concurrently intending that faculty, staff, administration, and students take full advantage of all relevant licenses, exemptions, and exclusions that are provided for under copyright law. If there is no applicable license, exemption, or exclusion to permit use of the material, faculty, staff, administration, and students must obtain permission for the anticipated use from the copyright holder. No copies of any type will be made by Westminster Audio Visual Services that are prohibited by the Copyright Law, Fair-use guidelines, Licensing Agreements, or Proprietor’s Permission. As a member of the Consortium of College and University Media Centers, we uphold the membership's Copyright Code of Conduct. See our Copyright resource page for more information.

  9. DONATIONS:
    Westminster College Audio Visual Services deeply appreciates donors who consider us worthy recipients of their monetary, equipment and/or media donations.
    • Monetary Donations: Use this gift form, and designate that your gift is for Audio Visual Services.
    • Media donations: For information on donating media, please see the Media Library Collection Development Statement in #2 above.
    • Equipment donations: Our department seeks to maintain its equipment inventory and museum in a way that not only takes advantage of the full useful life of equipment but also is in accordance with environmental standards regarding electronic recycling. Any donated item must comply with standards set by our Technology Donation and Recycling Policy prior to its acceptance by Westminster College Audio Visual Services. (If your intent is disposal, please see our Green AV site for repurposing and recycling options.)