Library Equipment Reservation and Use Procedures, Policies and Guidelines

The Library Equipment Booking Procedures, Policies and Guidelines apply to presentation and communication equipment (except for telephones) used for meetings, training sessions and conferences held within the libraries.

I.  General policies and procedures:

A.        Reserve equipment early:  Please submit an IT workticket to book audiovisual and computing equipment and tech support as early as possible and at least three working days prior to the event to allow time for staff to arrange for delivery and setup.  Please note that the UCI Libraries is not staffed for on-demand delivery and setup of equipment.

B.       For room reservervations:   Book  rooms in Outook Calendar on the Web using UCI Office 365 or your desktop Outlook Calendar Application.

C.        Business hours only:  Due to staffing shortages, the MRC and the IT Department are not able to provide any type of special equipment setups, class room setups, or webcast and videoconferencing services before 9 a.m. or after 5 p.m. without prior written approval.

           Pending staff availability in the IT department, IT staff may be able to assist you with your service needs outside normal business hours.  Please fill out an IT Department Workticket at least two weeks in advance. Here is the link:http://staff.lib.uci.edu/apps/worktickets/workticket-creation-form.php

D.        Duration of event:  Please reserve equipment only for the time you want it to be in the room and available for testing and/or use.  Depending on the type of equipment, MRC staff and/or IT will coordinate setup and teardown time for the equipment.

E.        End on Time:  Depending on the type of equipment booked, MRC staff and/or IT will make arrangements to retrieve equipment soon after the scheduled end of an event and may not be able to wait when meetings run long.  Please try to end on time or make arrangements in advance with the resource coordinator if you think your event might end late.

F.        Cancellations:  If you cancel your event or if you find you no longer need the equipment within 48 hours of its scheduled start, please contact the IT department  to notify them of the change.  Simply removing the Outlook Calendar booking is not sufficient since staff will have been scheduled to deliver and configure the equipment.

G.        Last-minute reservations:  If needs arise within three days of an event, please call the IT Department to see if arrangements can be made for delivery and setup.

H.        Support:  Due to staffing limitations, staff are not routinely present at the beginning of all events.  If you feel you will need help getting started, please contact the IT department well in advance so they can schedule support.

I.         Events outside libraries:  MRC and IT department equipment may be used for events on campus and outside library facilities as long as the events are coordinated by the library.  Due to staffing limitations, MRC and IT are not available to deliver and configure equipment outside the UCI Libraries.  Please check with MRC and IT staff at least two weeks in advance to verify equipment availability and to discuss technical issues.

J.         Security:  The event coordinator is responsible for security of equipment during and after the event.  Please make sure the door is locked if you vacate the room with equipment inside, and please contact the  IT or MRC service provider if your event ends earlier than scheduled in Outlook Calendar.

II.  Special notes:

A.      Laptop and projector sets:

  1. Room availability:  Laptop and projector permanent setups are located in ASL 104, ASL 160 (MRC Mac Classroom), ASL 164 (MRC PC Classroom), ASL 166 (MRC PC Classroom),  ASL 173 (MRC Meeting Room),  ASL 244, ASL 366, LL 110, LL 210, LL 229,  LL 570, and the GML classroom and conference room.  Equipment may be used in other rooms like ASL 208 upon special request to your supervisor and to the head of IT.
  2. Laptop hardware and software:  Prior to making your reservation, if you are unfamiliar with the equipment, please check with MRC and IT staff regarding laptop hardware and software configurations and to make arrangements to test the laptop to make sure it will behave as you expect.  If you need special software installed or customized configurations please submit a workticket with the IT department.  If you have any questions about available resources, please contact the MRC and the IT  Department before booking your reservation.  If the library does not own copies of the software you want, you will have to arrange funding and allow time for the purchases as well as for installation and testing.  Please allow at least 10 working days for any special software installation or configuration change.

B.      Digital videoconferencing equipment:Please see the documentation on Digital Videoconferencing and Scheduling Policies and Procedures

  1. Room availability:  Digital videoconferencing equipment can be used in LL 110, LL 210, LL 229, LL570, ASL 104, ASL 173, ASL 208, ASL 244 or the GML classroom and conference room.  
  2. Coordinator responsibility:  Event coordinators are responsible for operation and security of the equipment.
  3. Orientation:  Please check with IT Department staff prior to your event if you need to learn how to use the equipment.
  4. Exceptions: Due to very limited staff availability in the MRC and the IT Department, the UCI Libraries is not able to provide any type of special webcast and videoconferencing services before 9 a.m. or after 5 p.m.

    Pending staff availability in the IT department, IT staff may be able to assist you with your service needs outside normal business hours.  Please fill out an IT Department Workticket at least two weeks in advance before your webcast or videoconference. Here is the link: http://staff.lib.uci.edu/apps/worktickets/workticket-creation-form.php

    IT Department: Eric Grismer
    (949) 824-6013  egrismer@uci.edu

    IT Help Desk: (949) 824-8535

C.      Web teleconferencing equipment

  1. Room availability: Skype is available where there are Laptop and projector setups available, ASL 104, ASL 244, ASL 366, LL 110, LL 210, LL 570, and the GML classroom and conference room.
  2. If you need videoconference services for multiple geographical sites that incorporates a PowerPoint presentation, please fill out an IT Department Workticket at least two weeks in advance before your event. Here is the link: http://staff.lib.uci.edu/worktix/workticket-creation-form.php 
  3. Exceptions: For other types of Web teleconferencing please place a workticket with IT.

D.      iClicker audience response system equipment

    1. Scheduling:  Please reserve the equipment for the entire time you will need it for advance preparation, classroom polling and any after-class cleanup.  Note that the Writing 39C classes have priority for the use of the system.  We recommend that clickers are scheduled at least a week in advance.  Equipment can be reserved by creating an Outlook Calendar booking.  The Education  and Outreach Department is the current designate for ASL and LL iClickers.
       
      • Library LL iClicker ARS
      • Library ASL iClicker ARS

      GML ITC: Request the iClickers at the time of room reservation either directly thru oracle via the room’s details tab for library staff members or thru our online reservation form at:
http://grunigen.lib.uci.edu/services/reservations/reserve-room.html.
  1. Equipment Availability:

    • Library LL iClicker ARS: 1 receiver unit, 2 instructor remotes, 35 student remotes
    • Library ASL iClicker ARS: 1 receiver unit, 2 instructor remotes, 34 student remotes
    • GML ITC: 2 receiver units, 2 instructor remotes, 35 student remotes
  2. Equipment pickup:   If you need to use LL and ASL iClicker equipment, you need to contact Katherine Kapsidelis (kkapside@uci.edu) from  the Education and Outreach Department and make arrangments to pick them  and return them back to them, as appropriate.
  3. Orientation:  Please check with Katherine Kapsidelis (kkapside@uci.edu in the Department of Education and Outreach prior to your class if you need to learn how to use the equipment. At GML ITC please contact Eric Grismer (egrismer@uci.edu) or UCI Libraries IT Department at least two business days prior to your class if you need to learn how to use the equipment.

E.      For more information

  1. Technology coordinators can answer questions and provide advice about equipment booking and use, and they will make every effort to accommodate special requests.  They are:

Coordinator

Service Provider

Coordinator's Phone

Provider's Phone

Eric Grismer

Network and Desktop Support,

Information Technology Department

(949) 824-6013 (949) 824-8535

José D. Pérez

Multimedia Resources Center,

Access Services

(949) 824-7370

(949) 824-7072

Katherine Kapsidelis

Education and Outreach Department

 

(949) 824-4401

 

(949) 824-4972