Audio-Visual Support Service Policy

The purpose of Classroom & A/V Support's Audio-Visual Support Service Policy is to unambiguously define the billing procedures for all of our services and support.  This service policy is detailed below.

Policy Contents


1. SERVICE PARAMETERS

1.1 Service Priority

Priority for supporting events is on a first-submitted, first-served basis. Exceptions will be given to annual official large university events (Orientation, Convocation, Reunion, and Commencement).

1.2 Holidays

Classroom & A/V Support staff do not provide support during campus recognized holidays.

1.3 Off-Campus Support

No off-campus audio-visual or event support. No exceptions. Self-serve equipment may be checked out for these events, or the equipment and labor can be hired out to a third-party vendor.

1.4 Requesting Service & Support

Before an event is scheduled for support, the online A/V Support Request Form must be filled out and submitted. Submission of this form does not automatically guarantee support for an event. Classroom & A/V Support will contact the client after submission of this form for event confirmation.

1.5 Services Not Outlined in this Policy

Any event that does not clearly fit into our support standards listed in this policy will need to be approved by the Classroom & A/V Support Manager before support is approved and scheduled.

1.6 Limitations of Support

While Classroom & AV Support will try to accommodate all requests, we may not be able to provide support for an event if one or more of the follow conditions apply:

  • Late Request: Request submitted less than 2 business days from the event start date.
  • Resources Not Available: Classroom & A/V does not have the staff or resources to support an event due to resources already committed to other, previously scheduled events.
  • Unsupported Services: Request does not fit with our department support standards outlined in this policy, or align with our departmental goals.
  • Off-Campus Request: Classroom & A/V Support only provides services for events on campus grounds. Classroom & A/V Support is not equipped to handle events off campus, even if the College of Saint Benedict or Saint John's University sponsors the event.
  • Inclement Weather or Hazardous Environment: Classroom & A/V Support reserves the right to cancel support in the event of inclement weather for outdoor events or when working conditions become hazardous or unsafe, which could cause damage to our equipment or injury to our staff.

2. BILLING PARAMETERS

2.1 General Billing

All services and support outlined in this policy will be exempt from charges and fees, except for non-exempt clients. Non-exempt clients include "external" and "auxiliary" categorized CSB/SJU departments and outside groups (visiting entities not affiliated directly with CSB/SJU. Please see our Non-Exempt Clients document for a complete list of non-exempt clients.

2.2 Non-Exempt CSB/SJU Client Billing

Non-Exempt CSB/SJU clients will be charged labor fees for support and services. Non-exempt clients include "external" and "auxiliary" categorized CSB/SJU departments.

2.3 Non-Exempt Outside Group Billing

Outside Groups (entities not affiliated with CSB or SJU directly) will be charged both a rental rate on equipment, and labor for all events.

2.4 Billing CSB/SJU Exempt Clients for Overtime

CSB/SJU exempt clients will only be charged for professional staff overtime if that is required for an event. Overtime labor fees apply to hours outside those stated in the 4.2 Professional Support Hours & Availability section of this policy. All professional support outside normal hours must be approved by the Classroom & A/V Support Manager.


3. STUDENT EMPLOYEE SUPPORT

3.1 Student Support Overview

Student support includes all supported spaces listed in this policy. All requests need to be basic enough to be handled by Classroom & A/V student staff.

3.2 Student Support Hours & Availability

Support must fall between 8am – 11pm, Daily; except holidays, or when school is not in session during breaks.

3.3 Student Presentation Support

Basic presentation support of equipment for spaces and classrooms. 1 large screen/projector setup and a max of 2 sources.

3.4 Student Audio Support

Basic audio support of equipment for spaces and classrooms. Sound system setups from scratch have a 4-speaker maximum limit. Additional microphones/ audio sources (up to 8 depending on equipment). Archive level audio recording.

3.5 Student Video Support

Basic video support for spaces and classrooms. Single camera with direct audio feed and/or shotgun microphone. One camera video streaming to one of our CSB/SJU streaming portals is available. Archive level video recording.

3.6 Student Classroom Support

Fundamental support of classroom technology. Arrive on-site to assist with an issue, or help diagnose a problem.


4. PROFESSIONAL STAFF SUPPORT

4.1 Professional Support Overview

Support provided when request is too advanced for student employees, when students need supervision, or when student staff is not available. Includes all supported spaces listed in this policy.

4.2 Professional Support Hours & Availability

Support must fall between 7:30am – 9pm Monday – Friday; except holidays, or when school is not in session during breaks. Any event support outside normal hours must be approved by the Classroom & A/V Support Manager.

4.3 Professional Presentation Support

Presentation support of equipment in spaces and classrooms. Two large screens/projectors system setup and a max of 3 sources.

4.4 Professional Audio Support

Audio support of equipment in spaces and classrooms. Sound system setups from scratch have an 8-speaker maximum limit. Microphones/ audio sources 10+. Archive level audio recording only.

4.5 Professional Video Support

Video support in spaces and classrooms. 1 camera with direct audio feed or shotgun microphone. One camera video streaming to one of our CSB/SJU streaming portals is available. Screen capture options available. Archive level video recording only.

4.6 Professional Classroom Support

Fundamental support of classroom technology. Arrive on-site to assist with an issue, or help diagnose a problem.


5. SUPPORTED SPACES

5.1 Supported Spaces Overview

Classroom & A/V Support will provide audio-visual services and support in designated spaces around the CSB and SJU campuses. Any support in rooms or locations beyond these designated spaces will need to be approved by the Classroom & A/V Support Manager. For a detailed list of the spaces supported across camps, please review Classroom & A/V's Supported Spaces List.

5.2 Fully Supported Spaces

Classroom & A/V Support will provide standard support and services outlined in this service policy in any of these designated spaces.

5.3 Limited Support Spaces

Classroom & A/V Support will provide a limited amount of support and services outlined in this service policy in any of these designated spaces. Certain services may not be available in these locations or may be handled by another department.

5.4 Video Support Only Spaces

Classroom & A/V Support will only provide video recording and streaming services outlined in this service policy in these designated spaces. Any needs extending beyond video support will need to either be handled by another department or be hired out to a third-party vendor.


6. ADDITIONAL SERVICES

6.1 Closed Captions & Transcriptions

Classroom & A/V Support assists with the process of obtaining captioning and transcripts for academic video and audio content ONLY when a student requiring accommodation is enrolled in a course that uses such content. When captions or a transcript are needed when it isn’t specifically required for a student accommodation request, Classroom & A/V can help provide available resources to faculty and departments.

6.2 Media Duplication & Digitization

Media duplication & digitization has the same billing parameters as our event support. We will provide conversion to digital file formats only. Classroom & A/V Support will no longer convert to physical media (tapes/ discs). This is because of the cost of materials and un-supported formats.

6.3 Studio Recordings

Studio recordings include single or multi-camera recordings of instructional presentations, demonstrations, interviews, and voiceovers with basic video editing. Studio recordings are limited to Instructional Technology's studio locations. Services are only available to internal/academic requests—contact one of the Instructional Technology Specialists or fill out the Classroom Technology Integration Form for more information. 

Studio recordings reflect the same billing parameters as our event support outlined in this policy. However, because this service is overseen by Instructional Technology Specialists, staff support availablity will differ from that outlined in this policy (4.2 Professional Support Hours & Availability) on this particular service.

6.4 Video Production/Editing Requests

Video production and editing requests are overseen by the student media organization, Johnnie Bennie Media, with the supervision of Instructional Technology staff. Projects are approved on a case-by-case basis depending on the size and scope of the request. Other considerations include scheduling, necessary timeline, and connection to academic work.

Video production/editing requests include studio and on-location recordings as well as more advanced levels of video editing. Services are only available to internal/academic requests—contact one of the Instructional Technology Specialists or fill out the Classroom Technology Integration Form for more information.

Video production/editing requests reflect the same billing parameters as our event support outlined in this policy. However, because this service is overseen by Instructional Technology Specialists, staff support availablity will differ from that outlined in this policy (4.2 Professional Support Hours & Availability) on this particular service.

6.5 Training

Classroom & A/V Support does not provide one-on-one training. Instead, we will provide self-help resources.


7. RATES & FEES

7.1 Labor Rates for Exempt Clients

WEEKDAYS (Monday-Friday)

  • Student Labor - No Charge
  • Professional Labor - No Charge; $40.00/ hour After 9pm (must be approved event)

WEEKENDS (Saturday-Sunday)

  • Student Labor - No Charge
  • Professional Labor - $40.00/ hour (must be approved event)
7.2 Labor Rates for Non-Exempt & Outside Clients

WEEKDAYS (Monday-Friday)

  • Student Labor - $15.00
  • Professional Labor - $50.00/ hour;  After 9pm (must be approved event)

WEEKENDS (Saturday-Sunday)

  • Student Labor - $20.00
  • Professional Labor - $60.00/ hour (must be approved event)