Delta State University Policies

Multimedia Resources

POLICY STATEMENT
 
The Office of Information Technology supports the efforts of faculty, students, and staff to produce an array of digital media products. The Center provides and supports production hardware and software, assists and provides technical support for courses, the training of users, and technical support during their development and implementation.
 
DEFINITIONS
 
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PROCEDURES and RESPONSIBILITIES
 
The OIT provides a lab environment to assist Delta State University faculty and staff interested in the development and production of media products (video tapes, CDs, DVD, graphics, sound files, etc.) The Multimedia resource area provides the following kinds of resources and technical services.
  • Video Editing – Editing resources for VHS/SVHS and MiniDV editing in both Apple and PC formats.
  • Video and audio tape duplication – Resources for duplicating VHS and audio tapes.
  • CD/DVD duplication – Resources for duplication of CDs and DVDs for instruction.
  • Document duplication and binding – Resources for duplicating, assembling, and binding documents.
  • Slide and Image scanning (OCR and Form scanning) – Slide and document scanners with photo and OCR software for finishing.
  • Graphic arts resources (Document and form scanning, digitizing tablet, etc.) – Basic resources for graphic arts support
The resources in this area are available to assist faculty and authorized others in the production of digital and other media materials. The philosophy of this area is to assist in the production of materials while encouraging the individual requesting them to develop the knowledge and skills needed to undertake these projects on their own. Projects of this nature are time consuming and currently staffing for these activities are on an as needed basis. To that end, all projects must be clearly defined in terms of purpose, audience, budget, and time table and approved by the Director.
  • A project planning form must be completed and approved. Projects that are for personal gain will not be approved.
  • OIT staff will work with the individual responsible for the project in the role of technical assistant and tutor.
  • The individual initiating the project is responsible for its development and completion.
  • Individuals or agencies not directly affiliated with the University must have a University sponsor.
DSU faculty, staff and students, as well as, community members sponsored by the University are eligible to use the equipment. Users sign-in and assume responsibility for knowing how to use the equipment. The OIT does not supply production personnel for most equipment, but will train the user to operate it.
 
The equipment in the Multi-medial Production Area is available for use during regular working hours 8:00 a.m. to 5:00 p.m. Monday through Friday located in 114 Bailey Hall.
 
Reservations require detailed information about what is being requested and are made directly between the user and the OIT. Reservations should be made at least 24 hours prior to the expected use. Reservations are taken on a first come first serve basis. Requests can be made by calling 846-4444 or in person at 114 Bailey Hall. A reservation is not confirmed until a reservation form is completed and the request has been verified by the OIT staff.
 
Production equipment is provided for "temporary use." The reserved period for equipment is generally three days to a week. The “temporary use” period may not exceed one week without special permission. Though user information and materials may or can be stored temporarily on OIT equipment during the production phase, arrangement must be made to remove it at the conclusion of the project.
 
Production Services
The OIT provides production support services in two areas: Video production and duplication and Audiovisual Repair. These services are available to the University for official and sponsored purposes.
 
Video Production and Duplication
Video taping. The OIT provides services for the simple documentation of proceedings and live activities. The services include one or two camera recording by personnel. Video production services are not for "feature" production projects. (Video production services are in addition to the loan of non commercial camcorders for individual projects.) The service includes consultation, set-up, recording, simple editing of the finished tape and duplication of a use copy from the master. The OIT does not routinely provide video production or duplication services for student projects unless they are sponsored by a faculty member and are part of an instructionally related project.   This service may be requested for sponsored activities and programs (instructional and institutional) of Delta State University. The service is provided to an individual or group for a sanctioned University purpose.
 
Video production services must be scheduled at least one week in advance of the occasion. The scheduling should include a face-to-face consultation on the expected outcomes with the Director of User Services.
 
The cost of video tapes for masters and copies will be charged to the requester’s account.
At the recording a master will be made from which edited copies or duplicates will be prepared. At the completion of the service, the master and all duplicates become the property of the requester.
 
Video Editing. Video editing services consist of simple assembly editing of multiple segments into a single finished tape. The finished tape would include title, credit and simple transition effects (fade in/out, cuts, dissolves, etc.) In addition to original sound, audio narration can be added if part of the initial request.
 
Video editing time is scheduled in advance with Technology Learning Center. The requester will be present during the editing activities. Video editing can be a time consuming process. It is advisable that adequate lead time be provided to assemble the components prior to their intended use.
 
The video editing will be reviewed by the requester prior to duplication. The original sources material, final cut and copies will be delivered to the requester. The cost of video tapes for masters, final cut and copies will be charged to the requester’s account.
 
Video Duplication. Video duplication services reproduce VHS copies of the final cuts and commercially purchased materials. Requests for duplication for commercially purchased materials must be accompanied by permission to duplicate from the vendor. Only the allowable number of copies will be made. Allow one week for turnaround on all requested duplications. The cost of video tapes for copies will be charged to the requester’s account.
 
Audiovisual Repair
The good repair and ordinary maintenance of audiovisual equipment is the responsibility of the unit to which the equipment is inventoried. When equipment does not function properly or work at all, the unit may request the OIT to evaluate the equipment and make recommendations on OIT disposition.
 
Consultation. The OIT will evaluate the equipment on site or collect it for examination.   An assessment of the equipment will be provided to the unit by e-mail when the work has been completed. The assessment will include a statement of the problem and an estimate of the cost to repair.
 
Repair or Referral. If the repairs can be provided by the OIT, and the requester is prepared to pay for the parts and labor, the equipment will be repaired locally. Otherwise, the OIT will make a referral to an outside source.
 
Replacement Recommendations. In some instances, the repair of equipment is either too expensive or would not result in reliable future performance. In those instances, the OIT will make a recommendation for replacement and provide the unit with one or more suitable replacement alternatives.
 
The Video Conferencing Studio provides the following kinds of resources and technical services.
  • Interactive Video Classroom – The room is equipped for up to twenty-four students with audio and data connections at each location.
  • Video Conferencing – The room can be configured in a variety of ways to support groups of up to twenty-four. Table configurations include conference table for 12, U style training setting for 12 -15, single table for 1-3, and auditorium style for up to 48.
  • Satellite Conference – Seating, large screen projection, audio and Fax for groups up to 48.
  • Multi-media presentation – Various types of equipment to support multi-media related presentations.
  • Video studio – Studio facility for video production.
The Videoconferencing Studio is available to assist faculty and authorized others in communicating with others using the Mississippi Interactive Video Network (MIVN) and the Internet, holding satellite conference, making special media based presentations, and producing video. The studio is available for scheduling by faculty and others for instruction or special events. Requests to use the facility must be made in writing and clearly defined in terms of purpose, audience, dates, and any other salient features of use. Requests are approved by the Director.
  • Distance learning courses (originating and receiving) are the highest priority use of this room. These requests must be made at the time of planning the schedule (2 to 3 months in advance) so that arrangement can be made with other participating institutions.
  • Instructors using the room must attend an orientation to the technologies and be able to operate them prior to using the studio.
  • Scheduled events are given the highest priority.
Individuals or agencies interested in using the studio who are not directly affiliated with the University must have a University sponsor.
 
DSU faculty, staff and students, as well as, community members sponsored by the University are eligible to use the facility. Users assume responsibility for knowing how to use the equipment. To facilitate proper use, users will be oriented in the handling and operation of equipment. The Technology Learning Center does not provide facilitators unless specifically requested.
 
The equipment in the Videoconferencing Studio is available for use during regular working hours of the University (8:00 a.m. to 5:00 p.m. Monday through Friday). The OIT is closed from 12:00 to 1:00 p.m. for lunch. The Studio can also be scheduled for evening classes and weekend use.
 
Reservations require detailed information about what is being requested and are made directly between the user and the Technology Learning Center. Reservations should be made not less than 24 hours prior to the expected use. Reservations are taken on a first come first serve basis. Requests can be made by calling 846-4340 or in person at 230 Ewing. A reservation is not confirmed until a reservation form is completed and the request has been verified by the OIT staff.
 
Each site has made various arrangements for individual to help setup, connect, adjust, and shut down the system. Where there are fees associated with the remote sites, the user is responsible for making those arrangements and paying any fees for facilitators to be present.
 
RELATED DOCUMENTS
 
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