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SMS Conditions of Use and Procedures

Kent State University Libraries and Media Services
Student Multimedia Studio Acceptable Use Policy

  1. Use of the Student Multimedia Studio (SMS) is limited to currently enrolled Kent State University students.  During peak use periods, the SMS reserves the right to give priority to students working on multimedia presentations to fulfill course assignments.
  2. The SMS Workstations are not to be used for email, instant messaging, gaming, web browsing, or for the downloading of music or video files unless associated with the creation of a presentation.
  3. Students are advised to have a Multimedia Consultant demonstrate the proper use of hardware and/or software prior to beginning a project to assure that all settings are correct for that particular project. During periods of high demand, SMS Multimedia Consultants may only be able to provide basic instruction in the use of SMS equipment and software.  During these periods, students requiring more extensive instruction should schedule an appointment with the SMS manager for more comprehensive assistance.
  4. The SMS Presentation Authoring Workstations are available on a first-come, first-serve basis.  However, the Non-Linear Video Editing Workstations and removable Video Hard Drives may be reserved in advance according to posted SMS Procedures. 
  5. Under no circumstances are students permitted to modify system hardware configurations or install software. 
  6. Users must abide by current copyright law. For more information about current copyright law visit: http://www.library.kent.edu/page/10746 IMAGE: This is a link to another web site or visit the US Copyright Office website at: http://www.copyright.gov/title17/ IMAGE: This is a link to another web site
  7. Students are expected to work so they do not interfere with or disturb other students using the SMS.  Students working with audio should bring personal headsets or keep audio levels turned as low as possible.  Cell phone use is not permitted.
  8. The SMS endorses the Library Bill of Rights and the Freedom to Read statement of the American Library Association.  While the SMS does not censor access to material or protect users from offensive and/or inaccurate or incorrect information, it fully supports the University’s commitment to civility as key to the meaningful exchange of ideas.  Therefore, no public SMS workstations are to be used with the intent to intimidate, harass, or display hostility toward others (e.g. hate literature, pornography).  Users are also asked to be sensitive to material that others in a public place might find offensive.
  9. The Student Multimedia Studio and its employees are not liable for any loss, damage or expense sustained by any user, due to the use of the SMS services, equipment, software or information.

Approved by Libraries & Media Services Council
March 1, 2006

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General Multimedia / Scanning Workstations: 

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Video Editing Room Procedures and Policies:

Essentially, there are 4 key "procedures" students must follow to use the editing rooms:

1.  Bring in your own USB2 or Firewire Hard Drive or Reserve an SMS Video Hard Drive for your project

If you use an SMS Video Hard Drive, there are limitations on the amount of time you can use it as follows:

Video projects for courses:
Students can reserve a video drive for up to 4 weeks to work on a project for a course assignment by completing the information on the Video Drive Sign-up Sheet provided by the SMS Consultant. If your project assignment requires longer use of a video drive, your instructor must request use of drives for their class personally by contacting the SMS manager.

Personal video projects:
Students can reserve a video drive for up to 2 weeks for personal projects, projects for student organizations, clubs, fraternities, sororities, etc.

While we don't mind students working on personal projects in the SMS, projects for coursework must take precedence. 

If you anticipate needing a drive for longer periods than allowed for the SMS Drives, you should consider purchasing your own "Firewire" or "USB2" external drive.

2.  Reserve an Editing Room

While it's not necessary, it is recommended that you reserve time in one of the editing rooms.

Limitations
There is a 4 hour per day limit for reserving editing rooms in the SMS.  In addition, if you schedule two or more different times during the same day (up to 4 hours total) you must leave at least 4 hours between the times you have reserved to allow others a 4 hour block of time for editing. 

Teams are limited to the same 4 hour per day policy as individuals. 
In effect, individuals from a single team can not reserve time in the editing rooms under different names to give their team more than the 4 hour per day limit.  If the SMS staff observes a "team" using a room for more than 4 hours per day, they may be asked to leave to allow others access to the editing rooms.

3.  Show up for your reserved time!

Because of the high demand for editing, if you consistently don't show up, come late, cancel reservations or don't use all of the time you have reserved, you may not be permitted to continue reserving time in the editing rooms. Read the following "Policies" for more information.

LATE:
If you are more than 15 minutes late for reserved editing time, you will lose your reserved editing time and will be considered a “no show”. Your reserved time will be given to any student waiting to use an editing system.

CANCELLATIONS:
Reserved editing times must be cancelled at least 24 hours in advance.  However, canceling reserved editing times more than 3 times in one semester will be considered a “no show”.

OVER-RESERVING:
While we understand that many students won't know how long it may take to edit a video project, if a student consistently over-reserves time (ie: reserves 4 hours but only uses 1 hour) the time they reserved that is not being used may be considered a "no show".

CONSEQUENCES FOR "NO SHOWS":
Any “No Show” may result in the immediate removal of all existing reserved editing times from the posted schedules and you may not be permitted to reserve editing time for the rest of the semester.
Anyone not permitted to “reserve” editing time in advance due to the "no show" policy may still continue to use the editing systems but only on a “walk-in” basis.

4.  When your reserved time is up, leave if someone is waiting to use the room.

Students must immediately relinquish the use of an Editing Room when their reserved time has expired to any student who has reserved time in the room or who has "walked-in" and is waiting for the room.

It is your responsibility to allow sufficient time for completing a project, especially burning DVDs. 

ALLOW AT LEAST 2 TO 3 TIMES THE LENGTH OF YOUR  VIDEO FOR RENDERING AND BURNING A DVD! 

For example:  A 1 hour length video will take at least 2 and possibly up to 3 hours to "burn" to a DVD. 

Don't start burning a DVD if there won't be enough time to complete the burn before your reserved time has ended.  If your time is up, even if you are in the middle of a DVD burning session, you may be asked to leave immediately and stop the DVD burning session.

If no one has the room reserved or is waiting as a "walk-in", you may continue to use the room.

It is each student's responsibility to understand and follow Editing Reservation Policies and Procedures.
If you don't understand any of the SMS' policies or procedures, please contact the SMS Manager or Asst. Manager for clarification. The SMS’ Acceptable Use and Editing Policies and Procedures can also be found posted on the “Information Bulletin Board” on the east wall of the lab.

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Camcorder Equipment Check-out and Return Procedures and Policies:  

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