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Revised May 2025

Audio Visual Support for Events

1. Purpose:

1.1 This section outlines the guidelines, procedures, and protocols for using audiovisual (AV) technology appropriately during live events scheduled within CMDI. These procedures and protocols ensure that AV technology is used effectively and responsibly, enhancing the quality and experience of events while maintaining a professional and inclusive environment.

2. Scope

2.1 These procedures and protocols apply to all CMDI students, Faculty, staff, and external parties involved in organizing or participating in live scheduled events hosted by CMDI.

3. Approval Process

3.1 All requests for using AV technology at live events must be directed to the designated AV Coordinator at least two weeks before the event date. The AV Coordinator will evaluate and approve requests based on equipment availability, requirements, and compliance with these procedures and protocols.

4. AV Equipment and Facilities

4.1. CMDI will provide standard AV equipment (e.g., microphones, projectors, and screens) in designated event spaces. Additional AV equipment may be requested and is subject to availability.

4.2. External parties using CMDI facilities for events must follow the approved AV equipment list provided by the AV Coordinator. Before the event, they must inform the AV Coordinator about any personal equipment they plan to use. The use of personal AV equipment in CMDI facilities requires the AV Coordinator's approval.

5. Responsibilities

5.1. Event organizers must: a) provide accurate and detailed information about their AV technology needs when submitting the event request; b) collaborate with the AV Coordinator to ensure all AV equipment and facilities are set up and tested before the event; c) use CMDI AV staff or an assigned AV technician to manage the technology during the event; and d) refrain from tampering with or attempting to operate AV equipment unless authorized.

5.2. An AV technician must a) possess appropriate training and skills to operate the AV equipment; b) arrive at least 60 minutes before the event for setup and testing of all AV equipment; c) be present throughout the event to address any technical issues that may occur; d) have the authority over all AV operations.

6. Accessibility and Inclusivity

6.1. Event organizers should consider attendees' accessibility needs and ensure that audiovisual equipment complies with relevant accessibility standards.

6.2. The event organizer will arrange for closed captioning or sign language interpreters for events when feasible and appropriate.

7. Recording and Live Streaming

7.1. Authorization from the AV Coordinator is required before recording and live-streaming events.

7.2. Event organizers must obtain explicit consent from speakers and participants before recording or live-streaming their presentations or contributions.

7. Event organizers must ensure appropriate storage and access to event recordings within 72 hours after the event concludes.

7.4 Unless arranged with the CMDI Technology Team before the event, event organizers are responsible for the long-term storage and future access to files created during a recorded event. Storage methods and access must comply with applicable university and system policy.

8. Copyright and Intellectual Property

8.1. All copyright and intellectual property laws must be followed when using AV technology.

8.2. The unauthorized recording or distribution of copyrighted content is strictly prohibited.

9. Maintenance and Repairs

9.1. Report any damage or malfunctions of AV equipment to the AV Coordinator without delay.

9.2. Only attempt to repair or modify AV equipment with the proper authorization.

10. Procedure and Protocol Violations

10.1. Violations of this procedure and protocol may result in future restrictions on using AV technology and other appropriate disciplinary/administrative actions.

11. Procedure and Protocol Review

11.1 The CMDI administration and DTAC will periodically review these procedures and protocols to ensure their effectiveness and relevance. Amendments may be made as necessary.

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Learning Spaces and Creative Spaces

1. Purpose

1.1 This section outlines the guidelines, procedures, and protocols for the appropriate and effective use of technology in learning and creative spaces at CMDI. These procedures and protocols ensure that these spaces are equipped with technology that enhances the educational experience and supports the academic goals of students, Faculty, CMDI, and the university. By adhering to these guidelines, we foster an optimal environment for teaching and learning within CMDI.

2. Scope

2.1 These procedures and protocols apply to all learning and creative spaces within CMDI, including classrooms, laboratories, studios, and any other designated areas meant for educational purposes.

3. Standard Technology Equipment

3.1. CMDI will equip all learning and creative spaces within the college scope with standard technology equipment as defined in accompanying SLAs.

3.2. The technology equipment in learning and creative spaces will be regularly maintained and updated to ensure optimal performance.

4. Specialized or New Technology Requests

4.1. Faculty members and instructors may request specialized or new technology or equipment for specific instructional needs. They must submit such requests to the CMDI Technology Team for review and approval.

4.2. The CMDI Technology Team will evaluate the feasibility and cost implications of the requested technology.

5. Responsibility for Technology Use

5.1. Faculty members are responsible for ensuring that technology in learning and creative spaces is utilized appropriately and effectively for instructional purposes.

5.2. Faculty must attend training for learning space technology where they will teach. The CMDI Technology Team will train faculty members who need to be proficient in operating the technology upon request. Faculty are required to sign off on the receipt of the above training. Faculty may opt out in writing at their discretion.

6. Student Use of Technology

6.1. Students are expected to use technology in learning spaces responsibly and only for academic purposes during class sessions or designated activities.

6.2. Unauthorized use of technology for non-academic activities or disruptive behavior is strictly forbidden and may result in disciplinary action.

7. Accessibility and Inclusivity

7.1. CMDI is committed to providing inclusive and accessible learning experiences. All technology used in learning spaces must comply with relevant accessibility standards.

7.2. Faculty receives notification from CU's Disability Services regarding students with specific accessibility or learning needs. They are responsible for accommodations that ensure technology does not create barriers to learning and may seek assistance from Disability Services to accommodate any such needs.

7.3 Inclusive pedagogy is an essential value of the University and CMDI. Resources for inclusive pedagogy are available through the college Diversity Equity and Inclusion team, the campus Center for Teaching and Learning, and the campus Diversity, Equity, and Inclusion office. To access these resources, please get in touch with the CMDI Technology Team atÌýCMDITechTeam@colorado.edu.

8. Reporting Technical Issues

8.1 The CMDI Technology Team shall work to mitigate technical issues in learning and creative spaces. If any known issues are not resolved in time, they shall be communicated to Faculty chairs or their DTAC representative before the semester starts for course planning.

8.2 Faculty members, Instructors, and Students must promptly report any technical issues in learning spaces to the CMDI Technology Team via CMDITechTeam@colorado.edu.

8.3 To reduce disruptions, the CMDI Technology Team or their appointed agents will address all reported technical issues as quickly as possible.

9. Personal Devices

9.1. The college offers standard technological equipment in learning spaces; however, students and Faculty may also use their devices for educational purposes, provided they adhere to applicable guidelines or restrictions.

10. Procedure and Protocol Review

10.1 The CMDI Technology Team or DTAC may assess these procedures and protocols to confirm their effectiveness and relevance. Input from students and Faculty will be taken into account during these evaluations.

11. Compliance and Enforcement

11.1. Failure to comply with this procedure and protocol may result in restrictions on technology use in learning spaces and other appropriate disciplinary or administrative actions.

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Purchasing

1. Purpose

1.1 These procedures and protocols ensure that technology purchased with CMDI funds enhances the educational experience, fosters inclusivity, and supports the academic goals of students, Faculty, and staff in pedagogy, scholarly, and creative work. Following these guidelines creates an optimal environment for teaching, learning, and scholarly and creative endeavors within CMDI while remaining fiscally responsible.

2. Approval Process

2.1 All technology purchases must follow an established approval process to ensure alignment with the college's strategic goals and IT standards.

2.2 Relevant stakeholders, such as Faculty, Staff, and administrative personnel, will be involved in the purchasing process to assess needs, evaluate options, and make informed decisions.

2.3 Technology used by individuals, such as laptops, requires Faculty to adhere to the institutional Faculty Technology Purchasing Program (FTTP) process and collaborate with their departmental administrator(s) to implement it.

2. For technology intended for academic and creative use, faculty members should consult with the CMDI Technology Team to ensure compatibility and collaborate with department administrators when purchasing research funds.

2.5 College staff must utilize theÌýCMDI Staff Purchasing Form for equipment purchases exceeding $200 for personal use and collaborate with their administrative supervisor before and throughout the purchasing process.

3. Compatibility and Interoperability

3.1 Attention should be paid to the compatibility and interoperability of new technology purchases with the current infrastructure and systems.

3.2 The CMDI Technology Team will evaluate potential purchases to ensure smooth integration and reduce conflicts.

4. Budgeting and Cost Optimization

4.1 The purchasing procedure and protocol shall include budget allocation and cost optimization guidelines, ensuring that technology investments provide value and align with the college's financial resources.

4.2 Long-term costs, including maintenance, licensing, and upgrades, should be considered during the purchasing decision-making process.

5. Vendor Selection

5.1 A standardized process for selecting vendors will include criteria such as product quality, vendor reputation, support services, and long-term viability.

5.2 Contracts and vendor agreements will be evaluated and negotiated to safeguard the college's interests and guarantee adherence to legal and ethical standards.

5.3 Hardware and software vendors will be selected according to established institutional procedures and protocols.

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IT Security Procedures and Protocols

1. Purpose

1.1 These procedures and protocols ensure that CMDI IT assets and systems are secure, accessible, and compliant with established enterprise standards. Following these guidelines, we create and maintain an optimal IT environment that supports teaching, learning, scholarship, and creative work within CMDI.

2. Network Security

2.1 All network devices and systems must be protected by strong firewalls, intrusion detection and prevention systems, and current security patches managed by OIT.

2.2 Access to the colleges’ and universities' networks will be granted based on enterprise authentication and authorization protocols, which require individual CU user accounts and strong passwords by OIT secure compute standards.

2.3 Regular vulnerability assessments and penetration testing will be performed to identify and mitigate security weaknesses in conjunction with OIT secure compute standards.

2. Personal devices on the college network must comply with OIT security protocols and undergo regular security scans.

3. Data Security:

3.1 Sensitive data, such as student records, media files, and research information, must be stored securely with enterprise encryption and access controls.

3.2 Regular data backups will be performed, and a backup location will be established to safeguard against data loss or destruction.

3.3 Campus administration requires all Faculty and StaffÌýto receive training on data security best practices and the responsible handling of sensitive information.

4. Incident Response:

4.1 The OIT security team will provide a documented incident response plan to address any actual or potential security breaches, including data breaches, network intrusions, and system compromises.

4.2 Procedures and protocols for reporting security incidents, including data breaches, will be communicated to all Faculty and staff members by or through OIT.

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Faculty and Staff Support Procedure and Protocol

1. Training and Professional Development

1.1. Regular training sessions will inform Faculty and staff about emerging technologies, security best practices, and relevant software applications.

1.2. Opportunities for professional development, such as attending conferences and workshops, shall be provided to enhance staff skills and knowledge.

2. Help Desk and Technical Support:

2.1 OIT offers a centralized help desk system through the Dedicated Desktop Support service (DDS) to assist staff members with technology-related issues and inquiries.

2.2 The CMDI Technology Team will be available to respond to support requests swiftly and effectively, adhering to established service level agreements (SLAs).

3. Staff Technology Refresh:

3. A technology refresh cycle will be implemented to ensure staff members can access up-to-date and reliable hardware and software.

3.2 The CMDI Technology Team will collaborate with departments to ensure that equipment is updated as needed.

4. Collaboration Tools and Resources:

4. Faculty and staff can access collaboration tools and resources from OIT, including project management software, file-sharing platforms, and communication tools to boost productivity and teamwork.

4.2 The college shall consider and evaluate additional collaboration tools, taking into account the specific and evolving needs of staff members and when appropriate.

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Technology Access Management

1. Purpose

1. This section outlines the guidelines, procedures, and protocols for accessing, checking out, and returning equipment used to support teaching and learning within CMDI. These procedures and protocols ensure fair and efficient access to equipment while maintaining proper use, care, and accountability.

2. Scope

2.1 These procedures and protocols apply to all CMDI Students, Faculty, and Staff who require access to academic technology equipment while taking CMDI courses.

3. Timeline for Department curricular requests

3.1 The CMDI Technology Team and Departments will establish agreements regarding technology implementation to support learning objectives and curriculum.

3.2 The department Chair or their designated DTAC representative must communicate curricular requests by the end of the spring semester for implementation in the next academic year.

3.3 Curricular requests at the Department level shall be subject to compatibility, interoperability, and budgetary review by the CMDI Tech Experience Team. If specific requests cannot be met, the CMDI Technology Team will provide suggestions for alternative solutions to Department Faculty for their consideration.

4. Technology Equipment Availability

4.1 CMDI will maintain a pool of equipment related to the course and learning objectives, including cameras, audio recorders, microphones, tripods, lighting equipment, and other necessary items.

4.2 The availability of equipment is subject to sufficient inventory and budgetary constraints.

4.3 The CMDI Technology Team will ensure that appropriate equipment is available in sufficient quantity and condition to meet the curricular needs communicated by the Faculty.

5. Eligibility for Equipment Check-out

5.1 Only students currently enrolled in CMDI and requiring equipment and other digital tools are eligible to check out the equipment.

5.2 With approval, Faculty and instructors may check out equipment for instructional, scholarly, or creative purposes.

6. Equipment Check-out Procedures and Protocols

6.1 Students must provide a valid student ID and fill out a technology equipment check-out form to access and borrow media production equipment.

6.2. The check-out form must include the following information: a) the student's name; b) the date and time of equipment check-out; c) a list of the equipment being borrowed, including serial numbers; d) the value of all equipment being checked out; and e) the expected return date and time.

6.3. The maximum duration for checking out equipment is two business days, with one renewal permitted for an additional two business days.

6.4 The CMDI Technology Team will prepare all equipment for reservations before the scheduled pickup time and ensure that all reserved equipment is functioning correctly.

7. Responsibilities of Borrowers

7.1. Borrowers are responsible for appropriately using, caring for, and safekeeping the technology equipment during the loan period.

7.2. Equipment will be used solely for academic purposes related to the designated production course.

7.3. Borrowers must report any damage or malfunction of the equipment to the designated Technology Access Management team immediately.

7.4. Borrowers must return the equipment by the specified return date and time. Failure to do so may lead to penalties or restrictions on borrowing future equipment.

8. Penalties for Misuse or Damage

8. Borrowers who misuse or damage equipment due to negligence may face penalties, including repair or replacement costs and a temporary or permanent suspension of equipment check-out privileges.

8.2. Repeated offenses may lead to additional disciplinary actions, including academic consequences, as determined by the CMDI Technology Access Team.

9. Equipment Return Procedures and Protocols

9.1. Borrowers must return all checked-out equipment to the designated drop-off location by the specified return date and time.

9.2. Equipment must be returned in the same condition as when borrowed, allowing for reasonable wear and tear.

9.3. The technology support team will examine the returned equipment to ensure it functions correctly.

10. Procedure and Protocol Review

10.1 DTAC or the CMDI Technology Team may evaluate this procedure and protocol to ensure their effectiveness. Feedback from students and Faculty will be taken into account during these evaluations.

Read our Service Level Agreements (SLAs)

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