Videoconferencing & Audio Visual Equipment - Funding Policy for Common Teaching Rooms

Policy Information and Communications Technology Videoconferencing & Audio Visual Equipment - Funding Policy for Common Teaching Rooms

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Intent

To set the policy and procedure for Facilities Infrastructure Advisory Committee and Information and Communications Technology Advisory Committee to consider the addition of School and Office based rooms to the Common Teaching Room list and to ensure planned and budgeted maintenance and upgrade and support for audiovisual equipment in Common Teaching Rooms by Videoconferencing and Audio Visual Services, ITR.

Scope

All existing and proposed Common Teaching Rooms.

Definitions

CTR – Common Teaching Room

GATCF - General Access Teaching and Computing Facilities

FIAC - Facilities Infrastructure Advisory Committee

ICTAC – Information and Communications Technology Advisory Committee

VAVS – Videoconferencing & Audio Visual Services

Policy and Procedures

Overview of policy

CTRs are available for use by all Faculties and Divisions across all campuses, with bookings managed by VAVS and timetabling managed by the Facilities Management Office. The CTR Project, which commenced in 1999, was developed with the aim of providing the University with a standardised range of modern videoconferencing and audio visual equipment across its lecture theatres, tutorial and meeting rooms.

Seven levels of equipment specification have been developed with each level applied according to the usage, size and type of room. Venues are classified as either: Large, Medium or Small, with or without videoconferencing capability and as GATCF Computer Laboratories.

A standard equipment specification for each of these rooms is required to simplify training and operation issues and to maximise efficiencies with purchasing and maintenance of equipment.

Some rooms will have modified or expanded versions of one of these systems to cater to specific teaching requirements.

More information on the levels and the equipment provided is available from the Videoconferencing and Audio Visual Services page.

The following policy covers the inclusion of new facilities on to the CTR list and the inclusion and/or upgrading of existing facilities on the CTR list.

Inclusion of New Facilities

For newly constructed facilities

  • New videoconferencing or audio visual systems should be included as part of capital costs for the project to one of the seven levels of fit out. Setting of this level will largely be determined by the size of the venue and predicted usage. (Large, medium or small room, with or without videoconferencing capability and as GATCF Computer laboratories.)

  • The spaces, to be considered as additions to the CTR list, must be made available for booking through the Central Room Bookings system.

  • Enquiries regarding adding newly constructed spaces to the CTR list should be directed in the first instance to the Manager Space & Timetabling, Facilities Management Office – Planning and Development.

  • All additions require a space approval by FIAC (Capital) and ongoing funding approval by ICTAC (Virtual).

For existing facilities

  • Existing spaces, to be considered as additions to the CTR list, must be made available for booking through the Central Room Bookings system.

  • Enquiries regarding adding an existing space to the CTR list should be directed in the first instance to the Manager Space & Timetabling, Facilities Management Office – Planning and Development.

  • The Manager Space & Timetabling will liaise with the Supervisor Construction & Maintenance and the Manager VAVS to prepare reports for FIAC and ICTAC.

  • All additions require a space change and funding approval by FIAC (Capital) and ongoing funding approval by ICTAC (Virtual).

All supporting information such as the location and size of the proposed facility and any other relevant information relating to predicted usage should be forwarded to the Manager Space & Timetabling.

Related documents, legislation or JCU Statutes

Nil.

Approval Details

Policy sponsor:

Deputy Vice Chancellor, Services and Resources

Approval authority:

Estate Board or Futures Committee

Approval date:

24/06/2015

Version no:

15-1

Date for next review:

30/06/2013

Modification History

Version

Revision date

Description of changes

Author

15-1

24/06/2015

Policy sponsor and approval authority amended to reflect approved policy framework

QSP

Version no.

Approval date

Implementation date

Details

12-1

27/11/2012

27/11/2012

Reviewed by Director Information & Technology Resources and Manager Videoconferencing & Audio Visual Services - no amendments.

11-1

30/08/2011

31/08/2011

08-1

29/01/2008

30/01/2008

07-1

27/11/2007

28/11/2007

There are no related procedures.

There are no other related documents.