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Audio-Visual Design and Services Procedure - 40.01.07

College Policy Number/Title:

Services

Audio-visual (AV) presentation systems, devices, and equipment facilitate the mission of Howard Community College (HCC) by supporting and enabling the performance, communication, and demonstration needs of faculty, staff, and external users.

The Audio-Visual Design and Services (AVS) team at HCC supports the educational and business goals of the college via end-user consultation; presentation and control system design, programming, and updating; establishing campus-wide AV equipment standards; approving purchases of AV equipment; AV project and vendor management; and maintenance of all presentation systems and associated equipment for each learning, meeting, or event space administered by the college.

AVS advocates for faculty needs and works closely with division leaders to establish the needs of stakeholders. AVS collaborates with the facilities department and the capital projects team on the design and integration of new and refurbished construction projects; advocates for faculty trends/needs; and maintains industry and college standards for the deployment of AV equipment and technology. AVS collaborates with HCC’s information technology (IT) departments, which serve learning, meeting, and event spaces to ensure compatibility and functionality of all presentation systems with IT.

Stakeholders

AVS stakeholders include faculty, staff, and external facilities users, as well as groups or individuals holding special events on campus that have been approved by the president’s team. Coordination of AV services for external facilities users must come from the director of auxiliary services, as external facilities users may not request or contract services with HCC AVS directly.

AVS serves HCC students indirectly, via design and maintenance of learning, study space, collaboration, and presentation equipment, as well as student event/activity presentation and entertainment technology. HCC student requests for services must be made with faculty or staff member sponsorship. Student Government Association (SGA) and student activities service requests must be made by the HCC staff member(s) associated with those event needs.

Presentation and Control Systems and Equipment

AVS is responsible for the equipment and infrastructure supporting AV reinforcement and media presentation systems and presentation control devices for all learning, meeting, and event spaces on HCC’s campus and satellite locations administered by HCC. Notable exceptions are HCC’s theaters and recital areas, which are staffed through the arts and humanities division. Examples of educational and presentational equipment and technology that falls under the purview of AV include:

  • display devices (monitors, televisions, projectors, screens,) mobile whiteboards);
  • media matrix routing equipment and digital media presentation systems infrastructure;
  • wireless presentation equipment (Airmedia, Airplay, etc.);
  • presentation control systems (remotes, automated operations, touch panels, appliance controls, etc.);
  • sound reinforcement systems (amplifiers, microphones, speaker systems, etc.); and
  • capture and broadcast equipment (digital and web-based camera systems, lecture capture systems, digital voice recording systems, AV transmission systems, etc.).

Requested Services

AVS services may be requested online, in-person, or over the phone. maintains an emergency/urgent service voice mail box associated the department’s main phone number. This system notifies the full-time AVS staff of an urgent service need via cellular phone, then the AVS staff will respond immediately within its service hours.

Requests for equipment must be made two business days in advance and are dependent upon equipment and resource availability. Limited equipment or resources are available to stakeholders on a first come, first served basis; however, academic needs and services generally supersede other requests if a conflict exists. Reserved equipment must be picked up by requester at the AVS office, or may be delivered by an AVS technician as outlined in current delivery practices.

Internal and external stakeholders may request a dedicated event technician to facilitate the presentation technology and AV equipment needs for a specific event at the financial expense of the stakeholder. AV maintains and updates standard fees for dedicated technician services. Dedicated technician services must be requested five business days in advance and are dependent upon staffing availability.

Design of Audio Visual Systems

The AVS team serves the college’s mission by establishing design standards and providing leadership and management for AV systems in renovation, refurbishment, and construction projects. AVS acts in response to stakeholder-generated requests, legislative compliance, or industry/technology requirements to design, develop, install, and manage AV presentation systems. AVS integrates manufacturing and industry standards with faculty needs and requests, collaborating with the facilities and IT departments to develop and manage long-term design and implementation strategies for capital, year-end, and cost center manager-initiated projects. AVS provides the following services:

  • Acts as part of the college’s design and construction team for systemic and capital projects for AV presentation systems.
  • Authors or approves contract and bid documents in conjunction with procurement.
  • Selects or approves product and design specifications for AV systems.
  • Ensures accurate field design, implementation, and commissioning of presentation systems and integrated AV control systems.
  • Generates opinions of probable costs for year-end funding requests. Requests must be submitted to AVS a minimum of 30 days prior to the request submission deadline.
  • Works with end-users and stakeholders to design, schedule, manage, and coordinate AV system integrations.

Innovation

AVS researches and develops emerging presentation system standards and AV technology using industry trends, as well as pedagogically driven design requirements, to guide innovation. Pilot deployments and technology innovation research endeavors from AVS contribute to modernity and forward thinking in design and development of presentation systems and educational technology.

AVS maintains current industry certifications and memberships, as well as inter-collegial partnerships and affiliation group memberships aimed at keeping HCC at the peak of learning, meeting, and event space design.

Effective Date: 02/08/19

President's Office Use: VPAA

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