Audiovisual Services Policies


Equipment Reservation Policy | Media Duplication Policy
Camcorder Loan Policy | Off-Air Recording Policy 
 

  •  Equipment Reservation Policy
    • Audiovisual equipment is available at no charge to support Southwestern University academic activities and official university-sponsored events. Please see Equipment List and Descriptions  for a complete list of available equipment.
    • Most university classrooms are equipped with a permanently assigned overhead projector, a data projector, speakers, a computer, and a DVD/VCR. Please see Classroom Audiovisual Equipment for a complete list of permanently assigned classroom equipment.
    • Advance reservations must be made for all audiovisual equipment requirements. Reservations are accepted up to 4:00pm for next business day service. Weekend equipment reservations must be placed by 4:00pm on the prior Monday to ensure that personnel are available to deliver, set up, and recover the equipment. An exact room number, start time, and end time must be specified for every reservation.
    • Audiovisual equipment reservations will be accepted online at the Audiovisual Services web site at Online Equipment Reservations , by telephone (512-863-1666 or x1666), by email, and at the Audiovisual Services office. Audiovisual Services employees cannot accept verbal reservations other than by telephone.
    • Audiovisual equipment will only be delivered to public spaces on campus.  Equipment will not be delivered to private spaces (such as fraternity houses) or off-campus.
    • Audiovisual equipment for student organizations will only be delivered for large public events.  Regular meeting should be held in spaces with the appropriate equipment already installed.  
    • Audiovisual equipment is available by advance reservation on a first come, first served basis. Availability of certain equipment may be limited. Most audiovisual equipment will be delivered to the classroom or other campus location specified by the reservation.
    • Some audiovisual equipment, including audiocassette recorders, portable stereo boomboxes, camcorders, and tripods, must be reserved in advance and checked out by the individual responsible for the equipment. Checkouts are handled at the Circulation Desk of the Smith Library Center. Checked out equipment must be returned by the time indicated on the reservation, or on-campus rental charges of up to $10.00 per day will be assessed.
    • Priority audiovisual equipment assistance and problem resolution is available during regular business hours by calling (512) 863-1666. Staff standing by for support is available only by advance reservation for weekend and holiday events.
    • In order to avoid damage to equipment or any potential for personal injury, only qualified Audiovisual Services employees should move TV/VCR carts and other large audiovisual equipment between rooms or buildings. Therefore, University audiovisual equipment delivered to, or assigned to, a classroom or other room may not be removed from the room by persons other than Audiovisual Services employees.
    • In order to ensure that the university does not promote the unlawful copying of video and audio media, standalone VCRs and dual audiocassette decks are not available for loan or rental.
    • Certain audiovisual equipment is available for rental to non-university-affiliated organizations using campus facilities. University audiovisual equipment is not available for rental to non-university-affiliated organizations for off-campus use.
  •  Media Duplication Policy
    • All media duplications made by Audiovisual Services employees must adhere to the Copyright Law of the United States. Please see the Copyright FAQ for more information.
    • Media duplication is defined as the electronic copying of any of the following items: audiotape, videotape, computer disk, computer file, CD-ROM, audio CD, audio minidisc, DVD, motion picture film, 35 millimeter slides, and other aural, visual, and data media.
    • Audiovisual Services employees will not knowingly make equipment, facilities, or personnel available for the illegal duplication of copyrighted media. Exercising due diligence, Audiovisual Services will minimize access to audiovisual equipment on campus that is capable of duplicating video and audio media. Audiovisual Services equipment that is openly available to the campus community and capable of duplicating media will be marked with a notice that states: The person using this item is liable for any infringement of the copyright law of the United States (Title 17 U.S. Code).
    • Audiovisual Services will not duplicate entire copyrighted media without prior written permission from the owner of the copyright. Audiovisual Services will provide copyright clearance assistance for the duplication of entire copyrighted media works only in cases where it is not practical to purchase commercially produced copies of the work.
    • Duplication of portions of copyrighted media works for academic purposes is governed on a case-by-case basis by the Fair Use Guidelines for Educational Multimedia.
    • Audiovisual Services provides a two-business-day turnaround on most single audio and video duplication orders. Multiple copies may require additional time. Transfers between different tape formats or different media may require additional time.
    • There is no charge, other than for blank media, for most media duplication orders completed on campus. An eleven digit university account number must be provided in advance for all duplication orders where blank media is to be furnished by Audiovisual Services. Clients may provide their own blank media, although the Audiovisual Services staff reserves the right to reject poor quality media that may damage university duplication equipment. 
    • Audiovisual Services may direct large quantity or special-format media duplication orders to off campus vendors. The client will be required to produce a departmental purchase order to initiate off-campus media duplication services.  
    • Audiovisual Services cannot provide media duplication services for non-university-affiliated individuals or organizations.
  •  Camcorder Loan Policy
    • Camcorders are available at no charge from Audiovisual Services for short term loan to Southwestern University students, faculty, and staff who need to produce simple videotapes.
    • University owned camcorders may be used for class video projects, campus organization video projects, documentation of course or organization activities, documentation of research, documentation of campus events, and for personal video recordings made on campus.
    • Camcorder loans must be reserved in advance through Audiovisual Services by using the Online Equipment Reservations form or by calling (512) 863-1666. Camcorders must be picked up at the Smith Library Center Circulation Desk on the first floor. A valid Southwestern University ID is required to check out a camcorder.
    • Camcorders may generally be checked out for a maximum of 72 hours.  During periods of high camcorder demand, such as the last four weeks of each semester, maximum loan time may be reduced to 24 hours.
    • Camcorders must be returned to the Smith Library Center Circulation Desk on or before the specified return date and time. Failure to return a camcorder on time will result in a rental charge of $10.00 per day until the camcorder is returned.
    • Students, faculty, and staff who check out university owned camcorders are responsible for the camcorder. By signing the loan form, the borrower agrees to reimburse Southwestern University for the cost of the camcorder if it is lost or stolen. The borrower also agrees to reimburse the university for the cost of repairs to the camcorder made necessary by negligence or mishandling.
    • Audiovisual Services generally does not provide operators for VHS camcorders. 
  •  Off-Air Recording Policy
    • All off-air recordings made by Audiovisual Services employees must adhere to theCopyright Law of the United States and the US Copyright Office’s publicationReproduction of Copyrighted Works by Educators and Librarians. Please see Media Copyright FAQ for more information.
    • Audiovisual Services will record, only at actual faculty or staff request for academic use, specific programs from television, cable television, or satellite broadcast. We cannot systematically record programs solely on speculation of use.
    • In general, the Reproduction of Copyrighted Works by Educators and Librarians provides that programs recorded from television broadcasts may be used in classroom instruction one time within ten days of the broadcast. A second classroom showing may be used to reinforce the first showing within the ten day period. Tapes from broadcast will be delivered directly to the faculty member. The tape must be returned to Audiovisual Services for erasure by the date indicated on the tape. Tapes may not be retained indefinitely. Failure to return tapes for erasure may result in suspension of off-air recording service privileges. These tapes cannot be placed in the library catalog or on reserve. Tapes recorded from television broadcast may only be used in the classroom, and may not be shown on the campus cable television system or in public areas on or off campus.
    • In some cases, there may be a one or two year educational use license automatically granted for the program. Tapes recorded with a one or two year license will be placed on faculty reserve in the library and may be checked out by faculty members for unlimited classroom use during the license period. These tapes cannot be made directly available to students. These tapes may not be broadcast on campus cable television or shown in public performance unless additional rights are purchased. Tapes will be erased on the expiration of the license. Please plan classroom use with this date in mind. Failure to return tapes for erasure may result in suspension of off-air recording service privileges. If you anticipate ongoing use of the program after the initial one year license period, please request that a commercially-produced copy of the program be purchased by the university.
    • License agreements for satellite broadcast programs vary. Please be sure to discuss your long-term classroom viewing needs with Audiovisual Services staff at the time the satellite broadcast is recorded. In most cases, satellite broadcast recordings with limited license periods will be placed on library faculty reserve. Satellite broadcast recordings with unlimited license periods will be cataloged and placed in the library collection at the discretion of library staff.
    • In no case will a broadcast recording be held past the license period. Recordings will be erased by Audiovisual Services staff at the end of the license period. Please keep this in mind when planning your course syllabus.
 

Please contact the Coordinator of Audiovisual Services at (512) 863-1566 with any questions.