University of Arkansas at Little Rock
Policy Name: Maintenance for Smart and Semi-Smart Classroom Equipment
Policy Number: LR 702.2
Effective Date: June 17, 2002
Most Recent Review Date:
As the number of classrooms equipped with the latest equipment increases, it is important to know who is responsible for maintaining, repairing, and replacing this equipment and who is responsible for being sure that the equipment is fully functional. Equipment purchased by Multimedia Services is under that unit’s authority for maintenance, repair, and replacement. Individual units are responsible for equipment purchased for their exclusive use or for instructional space which has been assigned to that unit for its sole use. This policy addresses equipment in a space that is potentially used by more than one college, with some priority-use designation.
The upkeep of e-learning equipment is best achieved by a collaboration that makes the best use of the resources available across campus. The college that has priority use of a classroom is ultimately responsible for maintaining the equipment in that classroom. In the case where priority scheduling is shared, the colleges involved must reach an agreement about who would do the following:
- Systematically monitor the equipment.
- Check on a regular basis to see if equipment is working.
- Run virus checks on computers on a regular schedule.
- Maintain problem logs in each classroom.
- Maintain a bulb hours log on data projectors.
- Clean equipment routinely.
- Coordinate the addition or deletion of any specialized software on the machines and re-image the computers at the beginning of each semester.
- Monitor security of classrooms.
- Ensure that classrooms are locked at the end of the day as defined by the responsible college. The use of electronic room access that will automatically lock the doors when closed is recommended.
- Ensure that equipment is turned off at the end of the day as defined by the responsible college.
- Maintain and monitor electronic keypads and room access. It might be preferable for the responsibility to fall upon the college that has its administrative offices in the same building as the classroom in question.
- Execute work orders for repairs with Computing Services, Multimedia Services, and/or Facilities Management.
- Requests for repairs of computers, network problems, or problems related to viruses should be referred to Computing Services.
Requests for replacements of bulbs and batteries for data projectors and remotes should be referred to Multimedia Services.
- Requests for repairs of multimedia owned equipment should be referred to Multimedia Services.
- Requests for repairs of multimedia equipment can also be referred to Multimedia Services, who will respond if within their areas of expertise.
- Requests for repairs for other equipment should be initiated by the college responsible for that equipment and directed toward the vendor from whom that equipment was purchased, or other qualified repair technician.
Each college is responsible for the cost of replacement and repair of equipment it has purchased. The college with priority use of a classroom is responsible for the cost of replacement and repair of equipment in that classroom. Multimedia and Computing Services will cover the labor costs of requests for repairs but they will charge the college with priority use for replacement parts (including bulbs for data projectors and batteries for remotes). Colleges that share priority scheduling rights for that space must reach an agreement about cost-sharing for the equipment in shared classrooms.
Source: Administrative Committee Recommendations
Approved By: Dr. Hathaway, June 17, 2002