augusta university classroom & event services€¦ · the office of classroom & event...

AUGUSTA UNIVERSITY CLASSROOM & EVENT

SERVICES

Ensuring a perfect class or event means knowing exactly what to expect.

Governance,

Management,

and Use Policies

Updated 1.13.2020 1

Table of Contents

1. Scope……………………………………………………………………………………………………….. 2

2. Classroom Management………………………………………………………………………….. 2

3. Classroom Scheduling………………………………………………………………………………. 2

4. Academic Room Scheduling Process………………………………………………………… 2

5. Prioritization of Classroom Assignments………………………………………………….. 2

6. University Holidays and Academic Breaks………………………………………………… 2

7. Academic Course Room Request (with Banner Assigned CRN)………………… 3

8. Room Reservations Process/Guidelines for Other Event Types………………. 3

9. Audiovisual Equipment, Services, & Support…………………………………………… 4

10. Cancellations…………………………………………………………………………………………… 5

11. No-Show’s………………………………………………………………………………………………. 5

12. Changes to Reservations…………………………………………………………………………. 5

13. Late Requests for Classroom Services……………………………………………………… 5

14. Ad Hoc Usage of Rooms………………………………………………………………………….. 5

15. Food and Beverage…………………………………………………………………………………. 6

16. Alcoholic Beverages/Smoking…………………………………………………………………. 6

17. Condition of Room…………………………………………………………………………………. 6

18. Use of Outdoor Areas…………………………………………………………………………….. 7

19. Freedom of Expression: Public Forum Areas…….………..……………..………….. 7

20. Rates & Fees………………………………………………………………………………………….. 8

21. Non-University Clients…………………………………………………………………………… 9

22. Classroom & Event Services Contact Information………………………………….. 11

Updated 1.13.2020 2

Classroom & Event Services Governance, Management, and Use Policies Scope This policy addresses ownership, use, guidelines, and processes for scheduling facilities, including classrooms, academic laboratories, common meeting spaces, and special event venues, for academic and non-academic use, across Augusta University, AU Health System, and non-AU external clients.

Classroom Management Effective class and classroom scheduling is critical to the academic mission of the University. It enables students to take the classes they need in a timely manner and contributes to ongoing cost containment efforts through efficient space utilization and good stewardship of our valuable institutional resources. All Augusta University space and facilities are under the purview of and discretion of the Augusta University President, delegated to the Executive Vice President of Academic Affairs and the Provost, for responsibility and University space assignment. In order to achieve the optimal use of the facility resources in support of the University’s strategic plans, goals, and objectives, a systematic planning effort is necessary. The Office of Classroom & Event Services is responsible for coordinating, monitoring, refining, and implementing the AU classroom policy. For questions and concerns regarding the policies and procedures governing the use of IT-supported technology classrooms, please contact the Office of Classroom & Event Services.

Classroom Scheduling The Office of Classroom & Event Services, in conjunction with the Augusta University Registrar’s Office, assigns and schedules classes in nearly 180 classrooms on both the Health Sciences and Summerville campuses. To view specific classrooms and learn about their specific features, see the Event Management System (EMS) website.

o Contact the Manager of Classroom and Event Services concerning classroom infrastructure, upgrades, including technology.

o For availability information, see the scheduling tool, EMS. For more information on the scheduling tool, EMS, please contact [email protected] or call 706-721-0902.

o For classroom lock out issues, call Classroom Scheduling at 706-721-0902 or Augusta University Public Safety at 706-721-2911.

o All internal activities must be consistent with the educational, research or clinical mission of Augusta University, and approved by the Office of Classroom & Event Services in the Department of Information Technology.

o All external activities must also be consistent with the educational, research or clinical mission of Augusta University, and approved by the Executive Vice President of Academic Affairs and Provost, or their delegate.

Academic Room Scheduling Process The Office of Classroom & Event Services works closely with the University’s Registrar’s office on assigning classrooms to the Academic Schedule for each term. Classroom preferences are entered into Banner (Student Information System) by the Registrar and/or Department Academic contacts. The University’s room scheduling system, EMS, syncs with Banner and the academic courses with room preferences are pulled through and are assigned a classroom through EMS. These room assignments are then synced back to Banner as the course’s allocated room assignment. Note: Banner room preferences are not guaranteed. The scheduling priority of Banner course types for spaces are listed in a descending order below:

o CLAS, GSAM, LAB, CXAM, LXAM, CR o SG10, SG20, SG30, SG40, SG50, SG60, SG70, SG80, SG90

NOTE: CLIN course types are not assigned classroom spaces.

mailto:[email protected]

https://ems.augusta.edu/emswebapp/default.aspx

https://ems.augusta.edu/emswebapp/default.aspx


Updated 1.13.2020 3

Prioritization of Classroom Assignments Through a centralized scheduling office, the prioritization of classroom assignments is as follows:

o All academic credit courses in Banner, receive first priority and are scheduled first. o Non-credit courses are scheduled second (examples: review sessions, orientations, Grand Rounds, etc.)

o All other non-academic room requests are held until said courses are reasonably situated (examples: department meetings, concerts, social gathering, etc.)—these are based on a first come, first served basis up to six months in advance.

The Office of Classroom & Event Services tries, whenever possible, to accommodate all valid requests for classroom use. Due to high demand, all requestors should be aware that their first choice of a particular room is often not available. In that event, the Office of Classroom and Event Services will make every effort to find a comparable space for courses and special events. Note: There is always the possibility that such a relocation effort may be unsuccessful.

University Holidays/Academic Breaks The Office of Classroom & Event Services and their managed facilities and classrooms are closed and unavailable on official Augusta University holidays and in the event of any inclement weather-related campus closures.

Academic Course Room Request (with Banner Assigned CRN) All academic credit course information must be submitted into Banner, the University System of Georgia’s system of record, which allows for accurate classroom utilization reports to be collected. Classroom utilization reports are used for analyzing trends in class sizes, enrollments, time of day teaching, space needs for future projects, and allows for optimum efficiency and utilization of spaces. Room Reservations Process/Guidelines for Other Event Types Ensuring a perfect event means knowing exactly what to expect. University departments and student organizations requesting and using space on campus are subject to the following policies and responsibilities:

o Requests for events during academic periods up to six months in advance are scheduled after classes

have been placed for the upcoming term. o Reservations may be requested through the scheduling tool, EMS and require a minimum of two full

business days in advance of requested date(s). o The Office of Classroom & Event Services responds to all reservation requests within two business days. o The individual listed as “contact person” for the reservation assumes complete responsibility for

compliance with the Office of Classroom & Event Services Policies and Procedures. o Room reservation requests (excluding Banner academic courses) outside the hours of M-F 8:00a-5:00p

requiring the use of audiovisual equipment will incur a fee per hour. o Room reservation requests (excluding Banner academic courses) outside the hours of M-F 8:00a-5:00p

NOT requiring the use of audiovisual equipment will need to contact Public Safety to unlock/lock the building & room. If audiovisual equipment is used without permission, the event will be charged the audiovisual equipment hourly fee post event.

o Certain facility spaces require the presence of an AV Technician, regardless if AV equipment will be used for the event. Fees may be applicable.

o If there is another customer in the room you are assigned to, please be respectful and show them your room confirmation. You should always bring a copy of the room reservation from the Classroom & Event Services Office to your event. If the event is in progress, please call the Classroom & Event Services Office at 706-721-0902—so they may communicate with the group in the room.

o EMS Training: To schedule training, please call the Office of Classroom & Event Services at 706-721-0902 or email [email protected].

o To report an issue with a room or equipment, please contact the Office of Classroom & Event Services at 706-721-0902 or the 24-hour AU IT Help Desk 706-721-4000.


Updated 1.13.2020 4

Audiovisual Equipment, Services, & Support Whether it is to book your event space, provide an event consultation, discuss one of our event services with you, or to fully engage us to plan and produce your event, the Office of Classroom & Event Services is ready to assist you in making your event or class a truly successful one.

Although not all rooms support all features, a small subset of current offers include:

o Laptop o Lecture Capture (Echo360) o Easels o Wireless Presentation Controllers o Laser Pointers o Projector o Projector Screen o Web conferencing (supported by WebEx) o Video conferencing o Audience Response System (supported by Turning Point Technologies) o Teleconference Devices o Microphones (wired, wireless, lavalier) o Videotaping o Portable sound systems o Audiovisual technician support

**Please note that it is the responsibility of the requestor to ensure that the room being reserved contains the necessary equipment to meet the objectives of the event. A full listing of rooms and the equipment available in each can be found within EMS at https://ems.augusta.edu/.

Hours available for scheduling and audiovisual support:

Day of the Week Normal Operation Hours for Classroom Scheduling and Classroom Services

Before Hour/After Hour/Weekday/Weekend AV Technical Support*

Monday 7:30 AM to 5:00 PM 5:00 AM to 7:45 AM 5:15 PM to 11:00 PM AV Support for a fee*

Tuesday 7:30 AM to 5:00 PM 5:00 AM to 7:45 AM 5:15 PM to 11:30 PM AV Support for a fee*

Wednesday 7:30 AM to 5:00 PM 5:00 AM to 7:45 AM 5:15 PM to 11:30 PM AV Support for a fee*

Thursday 7:30 AM to 5:00 PM 5:00 AM to 7:45 AM 5:15 PM to 11:30 PM AV Support for a fee*

Friday 7:30 AM to 5:00 PM 5:00 AM to 7:45 AM 5:15PM to 11:30 PM AV Support for a fee*

Saturday No Scheduling Support

5:00 AM to 11:30 PM AV Support for a fee*

Sunday No Scheduling Support

5:00 AM to 11:30 PM AV Support for a fee*

*See Event Matrix and Fee Schedule on pages 8-9 for additional information

https://ems.augusta.edu/

Updated 1.13.2020 5

Cancellations The Office of Classroom & Event Services should be notified immediately by the scheduling group/department if classrooms which have been booked are no longer needed, so that rooms can be allocated to other users. For cancellations of reservations for which a room fee or technician fee is charged, that fee is non-refundable if cancellation notice is not received a minimum of 10-days prior to function date. Cancellations may be sent via email to [email protected]. Failure to comply with the cancellation deadlines may jeopardize the group’s privilege to book University facilities in the future.

No-Show’s Event reservations not in session within 15 minutes after the start time of the reservation, will be considered a “No-Show”. For no-show events that were charged a room fee and/or a technician fee, the fee is non-refundable. Event reservations failing to provide advance notice to the Office of Classroom & Event Services of a cancellation will be subject to the following sanctions:

First & Second No Show

Scheduling group/department will receive a written warning and the requesting department will be responsible for any applicable fees as noted above.

Third No Show Scheduling group/department’s reservation privilege will be suspended for 30-days and the requesting department will be responsible for any applicable fees as noted above. Any previously approved reservations during the 30-day period will be canceled.

Subsequent No Shows

Scheduling group/department’s reservation privilege will be suspended for the 90-days and the requesting department will be responsible for any applicable fees as noted above. Any previously approved reservations during the remaining academic period will be canceled.

Changes to Reservations The Office of Classroom & Event Services should be notified by the scheduling group/department at least two business days in advance of their event date(s) if reservations require changes. Failure to comply with the reservation changes deadline may jeopardize the success of the event and the group’s privilege to book facilities/spaces in the future.

Late Requests for Classroom Services Requests for audiovisual support/classroom space/audiovisual equipment that are made with less than forty-eight hours’ notice (excluding weekends and holidays) will be evaluated on a case-by-case basis. Short notice requests will be fit into the schedule, as workload permits, with priority given to previously scheduled classes and events. Note: Late requests cannot always be accommodated.

Ad Hoc Usage of Rooms The Office of Classroom & Event Services has multiple rooms on campus with instructional technology installed as a permanent fixture. This equipment should not be used without prior permission. Finding an empty room and conducting an ad hoc meeting or class is prohibited and potentially disruptive to groups that may have classes or events scheduled in the room.

Updated 1.13.2020 6

Food and Beverage In select facilities and spaces, food and beverages may be allowed with prior permission having been obtained from the Office of Classroom & Event Services. If you would like to serve food and beverages at your event, you must select this option when submitting the online room request through EMS. For spaces with technology embedded at the seat (e.g. microphones, power, data, etc.), food and beverages are not permitted without the express permission from the Office of Classroom & Event Services. The requesting group/department is responsible for room cleanup following the event and is responsible for any and all costs required to replace equipment damaged during the event. When permitted, food and non-alcoholic beverages in general assignment classrooms scheduled by the Office of Classroom & Event Services are subject to the following guidelines:

1. The scheduling group/department reserving the room must notify the Office of Classroom & Event Services at the time of scheduling the event that food and/or drink will be served.

2. The scheduling group/department reserving the room must contact Moving Services to deliver tables for food/drink set ups when necessary.

3. The scheduling group/department reserving the room must contact Environmental Services for extra trash receptacles to be delivered for their event date and picked up at the conclusion of their event.

4. Beverages must be served in containers with lids or caps. 5. Caterers must provide trays under liquid dispensers to catch drips. 6. The scheduling group/department reserving the room must ensure that food trash is placed in proper receptacles

outside of the classroom spaces, spills are cleaned up, and the room is left in a condition suitable for the next user. 7. A $75.00 cleaning fee will be applied to all events which require extra cleaning immediately after the event. 8. If a scheduling group/department fails to comply with the food and beverage guidelines, the Office of Classroom &

Event Scheduling may impose restrictions on the group’s use of classrooms in the future. 9. If audiovisual equipment is damaged by food and/or beverages, an equipment replacement cost will be charged to

the event.

Alcoholic Beverages/Smoking Per Augusta University Alcohol Policy # 579, the service of alcohol at Augusta University events, programs sponsored by the University, or its direct support organizations, will be prohibited unless advance written permission is received from the Executive Vice President for Academic Affairs and Provost.

The request to serve or sell alcoholic beverages should be submitted to the Office of the Executive Vice President of Academic Affairs and Provost at least two weeks prior to the date of the event. The following forms and related information should be submitted as part of the request.

o Event with Alcohol Planning Checklist o Facilities Use Form

Augusta University prohibits smoking and the use of other tobacco products on any property owned, leased, or controlled by Augusta University, AU Health, or AU Medical Associates.

Condition of Room Room setups may be changed in order to accommodate the event. Before the event concludes, it is the user’s responsibility to return the room to the original layout for which it was scheduled. It is the responsibility of the room requestor that the room is left in good condition. Rooms left disordered will be subject to a room clean-up fee. Do not tape, staple, nail or attach anything to the room walls, doors, ceiling, or windows. DO NOT remove any furniture/audiovisual equipment from any classrooms, labs, conference rooms, or storage areas without the explicit written permission of the Office of Classroom & Event Services. Such actions will be considered vandalism or theft and reported to Augusta University's Public Safety Division accordingly. Note: The University reserves the right to assess charges for damage or changes to equipment, furnishings, or rooms.

Updated 1.13.2020 7

Use of Outdoor Areas Outdoor areas, such as green spaces, patios, and the Douglas Bernard Amphitheater, can be requested and reserved through the online reservation system, EMS. Amplified sound may be used at outdoor events only with the prior permission of the Office of Classroom & Event Services. The privilege may be withdrawn if the amplified sound interferes with classes, scheduled events, and normal business of the University or the general public. University Departments, Vendors, and recognized Student Organizations requesting to use charcoal/propane grills must be pre-approved through Augusta University Division of Facilities Services. Grilling is only permitted in approved designated areas. Any use of outdoor areas on campus must be approved by Facilities Manager, Landscaping & Grounds. The requestor’s group/department would be responsible for costs related to damage involving sprinklers, landscaping equipment or other outdoor equipment.

Freedom of Expression Augusta University holds the First Amendment guarantees of freedom of speech, freedom of expression, and the right to assemble peaceably as an essential cornerstone to the advancement of knowledge and the right of a free people. The designated public forum outdoor areas of Augusta University’s campuses require reservations and use in the following limited circumstances: (1) members of the University community who plan an expressive event with 30 or more persons; and (2) individuals or groups of persons who are not members of the University community who intend to speak on Augusta University’s campuses. For more details, please refer to Augusta University Policy #736. Designated Public Forum Areas: Available for use Sunday-Saturday between the hours of 8:00 a.m. and 12 midnight, with the exception of University holidays. To reserve these areas, please contact the Office of the Dean of Student Life 706-737-1411.

Teardrop in the Grove area on the Summerville campus,

South Side of the Jaguar Student Activities Center (JSAC), and

East Side of the Student Center of the Health Science campus.

Updated 1.13.2020 8

Rates & Fees

Customer Type Room TypeRoom

Rental Fee

A/V

Technician

Fee

Cancellation

Fee (<10-

day notice)

No-Show

Fee

Liability

Insurance

Facility and/or

Custodial Fee

(Setup,

cleanup & tear

down)

AU Police

Fee

(With

alcohol)

***

Official AU Class

sessions (with Banner

course numbers)

scheduled through the

AU Registrar

All space types No No No No No No N/A

Auditorium No No* No No No No Yes

Amphitheater No No* No No No No Yes

Executive Conference

RoomNo No* No No No No Yes

Classroom No No* No No No No Yes

Misc. Space: Lobby, patio,

and outdoor spacesNo No* No No No No Yes

Auditorium No YesYes (AV tech

fee)

Yes (AV

tech fee)No Event Specific Yes

Amphitheater No YesYes (AV tech

fee)

Yes (AV



RoomNo Yes

Yes (AV tech

fee)

Yes (AV


Classroom No YesYes (AV tech

fee)

Yes (AV



and outdoor spacesNo

Event

Specific

Yes (AV tech

fee)

Yes (AV


AuditoriumYes

(Reduced)Yes Yes Yes

Event

SpecificEvent Specific Yes

AmphitheaterYes


Event



Room

Yes


Event


ClassroomYes


Event



and outdoor spaces

Yes

(Reduced)

Event

SpecificYes Yes

Event


Auditorium Yes Yes Yes Yes Yes Event Specific Yes

Amphitheater Yes Yes Yes Yes Yes Event Specific Yes


RoomYes Yes Yes Yes Yes Event Specific Yes

Classroom Yes Yes Yes Yes Yes Event Specific Yes


and outdoor spacesYes

Event

SpecificYes Yes Yes Event Specific Yes

Events conducted by

any authorized AU user

in a locations other than

the main campus.

Off-Campus Locations No Yes No Yes No Event Specific N/A

AU Department during

business hours

(Events without a

course number)

M-F 8:00am-5:00pm

AU Department, after-

hours

(Events without a

course number)

Before 8:00am or after

5:00pm M-F

& Weekends**

Commercial Renters -

external organizations,

societies, associations,

and groups, regardless

of the day, time,

location.

AU Department Events

that generate revenue

through registration.

Updated 1.13.2020 9

Rates & Fees (continued)

* Technician will be available by radio/phone for any questions/issues; technicians are not able to "stay for entire event" unless a technician fee is charged.

** A minimum of 3 hrs. Is applicable on weekends.

*** AU sanctioned events serving alcohol will be covered by the current AU policy. AU Police presence may be required.

**** Reduced Rates are 50% off full day regular rates.

Proposed room rental fees would include space rental, existing integrated technology equipment fee, standard technology setup fee for existing integrated equipment, event technology support (on-call based on need) and standard room cleanup (trash collection, spot cleaning)

Room Type AU Event/Revenue Generating

Commercial Renter

Auditorium $600 $1,200

Executive Conference $150 $300

Classroom-Small (1-30) $150 $300

Classroom-Medium (31-75) $250 $500

Classroom-Large (76-300) $500 $1,000

Lobby/Outdoor/Patio $150/per space $300/per space

Amphitheater $600 $1,200

AV Technician Fee $30 per technician/hour

$30 per technician/hour

Damaged Equipment Replacement Fee Varies Varies

Clean-Up/Room Reset Fee $75 $75

*Rental Rates based on Full day (5+ hrs. –includes setup/tear down)

Non-University Clients

Outside non-University, organizations may rent Augusta University rooms and grounds that are University co-sponsored or an event that relates to the mission and objectives of the University. https://www.augusta.edu/about/mission.php Rental rates must cover all direct costs, e.g., audiovisual support, room use fees. Non-University Event Request Process:

1. Reservation requests for facilities will be accepted up to one year in advance of the requested event date for non-academic spaces. Academic spaces can only be approved, after the academic schedule is approved for the term that the event dates are being requested.

2. Event requests will be submitted on the External User Event Request form to the Office of Classroom & Event Services at least 30 days prior to the first day of the event, excluding University holidays. Requests submitted less than 30 days from the start of the event will be considered on a case-by-case basis.

https://www.augusta.edu/about/mission.php

Updated 1.13.2020 10

Non-University Clients (cont.)

3. Requestors must also submit their billing information to the Office of Classroom & Event Services at least 20 days prior to their event date.

4. Rental Fees and other applicable fees will be assessed upon receiving all required documentation, and a confirmation of the reservation is sent to the requestor with estimated fees.

5. Events are billed the initial estimated reservation amount and could be subject to additional fees post-event.

6. All non-University sponsored events require the written approval of the Executive Vice President of Academic Affair and Provost or their delegate.

7. Full payment for rental and other fees must be paid before the reservation can be confirmed. Users must provide the required proof of insurance coverage a minimum of 10-days prior to the event, or this will result in the cancellation of the event reservation.

Non-University Event Policy/Guidelines:

o The requestor will be notified of the estimated fees and payment must be made in full to complete the reservation.

o Computer classrooms cannot be rented by external organizations. o The University will not guarantee the availability of services/equipment beyond that contracted for in

the original user request. o Requests for event rentals that conflict with previously scheduled events will not be considered;

however, the requestor may revise the request to apply for a different time or location. o Any event rental request that does not comply with University guidelines for the proper use of facilities

will be denied. o The University reserves the right to approve or disapprove the suitability of any particular element of a

proposed event at its sole and absolute discretion. o No refunds will be given for cancellations made less than 2-weeks before the event unless otherwise

noted in the specific venue reservation materials/contract. o Any special electrical needs must be provided to the Office of Classroom & Event Services at the time of

the reservation event request. The University reserves the right to charge for providing special electrical needs.

o Unruly conduct will not be tolerated on any property owned by Augusta University. Event sponsors are responsible for the actions of all spectators, visitors, guests, participants, or invitees to an event.

o The event sponsors are responsible for leaving the facility, the grounds, and the parking areas free of trash and litter. Requestor will be responsible for actual charges for cleanup.

o Event sponsors must obtain and maintain, at their own expense, general and public liability insurance naming Augusta University and the Board of Regents of the University System of Georgia as an additional insured. This coverage must be in effect at least 72-hours prior to the event. The coverage limits required: $2,000,000 Commercial Liability, General Aggregate (bodily injury/death) $1,000,000 Per Occurrence (bodily injury/death) $1,000,000 Property Damage

A copy of the certificate of insurance must be provided to the Office of Classroom & Event Services at least 10-days prior to the event.

Updated 1.13.2020 11

Failure to comply with these polices and responsibilities and other pertinent University policies may result in cancellation of the event or the privilege to use University facilities. Division of Information Technology – Classroom & Event Services Contact Information

Name Role Contact Information

Dr. Michael Casdorph VP & CIO, Information Technology

Email: [email protected] Phone: 706-721-3364

Doug Blackburn AVP, IT Customer Experience, & COO


Johann Ehntholt Director, Audio Visual and Event Solutions


Jessica Cooley Manager, Classroom & Event Services


April Masterson/Sarah Jane Smith Classroom & Event Scheduling Coordinators


IT Help Desk 24/7 Help Desk Phone: 706-721-4000





augusta university classroom & event services€¦ · the office of classroom & event...

Documents