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1. IRT-Supported Instructional Venues
   1. IRT installs, maintains, and upgrades all technology in supported instructional venues, including technology-enhanced classrooms, active learning spaces, general purpose teaching labs and open computing labs. Instructional venues must adhere to IRT’s published room standards. IRT will only support, repair and replace equipment included in the published standards.
      1. IRT may grant limited exceptions to the published standards. If an exception is granted, it is the responsibility of the department to pay for all costs associated with procuring, installing, maintaining, troubleshooting and replacing the non-standard technology. 
   2. IRT responds to urgent issues in instructional venues reported through the emergency classroom and lab support hotline in 15 minutes or less. Other technology issues must be routed through our normal support channels.  
      1. The Division of Facilities handles non-technology infrastructure items, such as furniture, electricity, lighting, flooring, blinds, etc., in instructional venues, and non-technology issues should be reported through the Facilities ticketing system.
   3. IRT performs routine hardware maintenance and replaces equipment in instructional venues on the following schedules:
      1. Computers in instructional venues are targeted for replacement every four years, though this schedule varies based on budget availability. Computers in instructional venues will be reimaged at least once a year. As part of the reimaging process, IRT will remove local user profiles from computers. IRT is not responsible for any data stored locally on computers in instructional venues. 
      2. IRT will also not reinstall non-standard software installed on instructional venue computers after a computer has been reimaged.  
      3. Audio-visual equipment is replaced, as appropriate, given the equipment’s expected lifespan. IRT also performs routine inspections on audio-visual equipment and performs repairs, as needed, in a way that minimizes downtime for the instructional venue. 
      4. IRT does not perform maintenance on non-standard technology. This responsibility lies with the department that acquired the non-standard technology. 
         1. IRT recommends departments with non-standard technology secure a service agreement with Rowan University’s approved audio-visual vendor to support the equipment. However, IRT may facilitate a repair at the department’s expense if a service contract is not in place. 
   4. IRT installs and maintains standard software in instructional venues. Requests to install non-standard software in computer labs,  must be submitted to IRT 45 days before the start of the semester by submitting a ticket in the Rowan Support Portal. Requests made fewer than 45 days before the start of the semester may not be installed prior to the start of classes. 
      1. Only software that has been approved through the University’s technology purchasing process and fully procured will be evaluated by IRT for installation. The requestor must test and sign off on the software installation. Otherwise, any non-standard software issues in instructional venues will be handled via normal support processes.
      2. For software requests made after the forty five day deadline, IRT will provide an installation estimate to the faculty making the request once it has been evaluated. 
   5. The use of technology in instructional venues is subject to all Rowan University technology policies, including the Acceptable Use Policy. Furthermore:
      1. Instructional venue users must take reasonable safety precautions when using technology. You will be held responsible for damage to equipment due to negligence or intentional misconduct.
      2. Open computing labs are reserved for academic use only. Use of lab computers for personal email, non-academic printing, instant messaging, playing games, listening to music, etc. is not the intended use of the facility.  
      3. Printing is limited to research academic use only. Students abusing printing privileges will be notified. Persistent violations will result in enforced reduced printing limits.
      4. Moving, modifying, or tampering with hardware in instructional venues is strictly forbidden. You may not install or remove peripherals (power cords, monitors, mice, keyboards, and other devices) without IRT’s written approval.
      5. Rowan University and IRT are not responsible for any personal items that may be left in an instructional venue.
2. Departmental-Owned Instructional Venues
   1. Classrooms and computer labs not listed in IRT’s supported instructional venues are not supported by IRT and are considered departmental-owned instructional venues. In such cases, the Dean of the college or the chair/head of the academic unit creating, maintaining and using the instructional venue assumes all financial, maintenance and support responsibility for the venue. 
      1. Departmental-owned instructional venues do not receive expedited support through the emergency classroom and lab support hotline, and the venue owner is responsible for performing and paying for routine maintenance of their venue.
      2. All technology, including but not limited to computers, displays, projectors, speakers, microphones and cameras, in departmental-owned instructional venues must be approved by IRT and installed by an IRT approved vendor, as well as approved by Facilities, where applicable. 
   2. Departmental-owned instructional venues must adhere to all IRT policies and standards. Venues in violation of IRT’s policies or standards may be shut down at IRT’s discretion. For instance, the Technology Ownership Policy states that “technology that has reached the end of its life will not be supported or permitted on the Rowan Network.”
   3. Departmental-owned instructional venues may only be created through the University Space Planning process in consultation with IRT and Facilities.
   4. Departments/colleges may want to assume or transfer ownership of an instructional venue for various reasons. Such requests must be routed through the appropriate channels.
      1. To transfer ownership of a venue to IRT:
         1. The venue owner must submit a request through the Rowan Support Portal, as well as the University space committee.
         2. IRT will evaluate each request to determine if the venue is eligible for transfer. IRT may require a venue owner to bring a space up to current standards, at their cost, to move forward with a transfer.
         3. Transfer requests are subject to budget availability and may be denied by IRT for any reason.
      2. To assume ownership of a venue from IRT:
         1. The venue owner must submit a request through the Rowan Support Portal, as well as the University space committee.
         2. IRT, in coordination with the Space committee, will evaluate each request to determine if the venue is eligible for transfer. If approved, IRT will remove all technology from the venue prior to its transfer. If the new venue owner wants to keep the technology, IRT must be reimbursed for fair market value of the equipment. 
         3. Once ownership of a venue is transferred from IRT to a department/college, the venue owner assumes responsibility for maintenance, support and replacement of technology in the venue. The venue will no longer be eligible for expedited support. The venue will be supported using the standard IRT support processes.
3. Meeting Spaces
   1. Technology installed in meeting spaces, including conference rooms and collaboration spaces, must adhere to IRT’s published meeting space standards. 
   2. The meeting space owner is responsible for any costs associated with the purchase, replacement or repair of technology in meeting spaces.
   3. Support for all meeting spaces follows normal IRT support channels. Issues in meeting spaces should be reported through the Rowan Support Portal. There is no expedited support available for meeting spaces.  
      1. IRT will perform an initial diagnosis on meeting space issues and will perform all trivial repairs. If there is a problem that cannot be immediately rectified, a contractor will be called to complete the repair.  The meeting space owner is responsible for all costs for the repair of the meeting space equipment, as well as the cost of the contractor.
      2. IRT is not responsible for assisting with the use of the meeting space equipment. IRT does not provide personnel before or during scheduled meetings to assist with room equipment, with the exception of Presidential events. The meeting space owner is responsible for testing their equipment before any scheduled event in a timely fashion.
         1. To assist the meeting space owner in getting started, IRT, or their designee, may provide training on the use of the room equipment after the installation is complete. This will be a one-time training and may be in the form of written documentation or in-person training.
      3. Meeting spaces being used for instructional purposes are considered departmental-owned instructional venues and are not eligible for expedited classroom support.  If this type of venue will be used permanently for instruction, please follow steps outlined 2.D.i in this policy. 
   4. New Meeting Spaces
      1. To request a new meeting space in an existing location:
         1. The venue owner must submit a request through the Rowan Support Portal. 
         2. The requestor will be provided with quotes for meeting space hardware, power, data, etc, installation, and a Meeting Space End User Service Agreement. It is the responsibility of the requestor to create requisitions in the University Finance System (Banner) and return a signed copy of the Meeting Space End User Service Agreement to IRT before installation of the meeting space equipment will proceed.
         3. Installation of meeting space equipment must be completed by an IRT-approved vendor to ensure compliance with University standards.
      2. For meeting spaces created as part of a new construction project:
         1. Power and data will be installed as part of the regular construction at the sites designated as meeting spaces during the building design stage.
         2. Meeting space technology installation will be performed by the audio-visual or cabling contractor, as determined by the Project Manager.
         3. IRT will provide all needed specifications to the Project Manager as part of the project, and all initial costs will be covered by the project’s Capital Budget.  All meeting space facilities must conform to IRT/Facilities design specifications.
         4. All additional costs will be incurred by the meeting space owner.  This includes the cost of replacing all meeting space equipment when it has reached end of life.
   5. Meeting Space Upgrades and/or Removals
      1. Meeting space equipment is supportable for a period of six years.  At the end of that time, it is the responsibility of the meeting space owner to upgrade or schedule the removal of the equipment.  All associated costs are the responsibility of the meeting space owner.  
         1. Upgrades: Requests to upgrade the venue should be made through the Rowan Support Portal at least six months before  the meeting space’s end of support to ensure that room will remain available. The process followed will be exactly the same as the original installation with the following exceptions:
            1. All costs are the responsibility of the meeting space owner.
            2. The old equipment will be removed per the University equipment disposal policy.  This equipment will be considered “end of life” and will not be returned to the meeting space owner
            3. The meeting space owner will be required to complete an updated Meeting Space Agreement and return it to IRT.
         2. Removals: If the owner wishes to have a meeting space removed, a request should be submitted through the Rowan Support Portal. IRT will evaluate and remove all equipment from the venue. IRT reserves the right to contact an approved University vendor to perform the work.  If an outside vendor is used, the room owner is responsible for covering all costs associated with the removal of the equipment.

         3. As part of the process, the requestor will be provided with quotes for any work being completed by an approved University Contractor. It is the responsibility of the requestor to create requisitions in the University Finance System (Banner) and send copies of the created Purchase Orders to both Facilities and IRT.  Inter-departmental charges to support the work necessary will be completed via the standard DCA process.

   6. IRT does not support the following items and/or activities in meeting spaces:

      1. Any devices added to the meeting space not covered in the original scope of the project, or added without the written approval of IRT.

      2. Assistance during presentations using the meeting space, with the exception of Presidential events supported by IRT.

      3. Troubleshooting of presentations being made in the meeting space at the time of the meeting. All support calls must be requested and scheduled.

      4. Provide “just in case” assistance during a meeting scheduled in the room.

      5. Assistance in the funding of any aspect of the meeting space.

      6. Will not create or approve purchase orders or requisitions in the University purchasing system unless part of an approved IRT project.

4. All equipment in the venues listed in this policy is the property of Rowan University and cannot be removed for personal use or resale.  Anyone removing equipment from personal use or resale is subject to criminal prosecution as well as other University sanctions.  

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