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WorkTix
The Library Equipment Booking Procedures, Policies and Guidelines apply to presentation and communication equipment (except for telephones) used for meetings, training sessions and conferences held within the libraries.
A. Reserve equipment early: Please submit an IT workticket to book audiovisual and computing equipment and tech support as early as possible and at least three working days prior to the event to allow time for staff to arrange for delivery and setup. Please note that the UCI Libraries is not staffed for on-demand delivery and setup of equipment.
B. For room reservervations: Book rooms in Outook Calendar on the Web using Microsoft Exchange or your desktop Outlook Calendar Application.
C. Business hours only: Due to staffing shortages, the MRC and the IT Department are not able to provide any type of special equipment setups, class room setups, or webcast and videoconferencing services before 9 a.m. or after 5 p.m. without prior written approval.
Pending staff availability in the IT department, IT staff may be able to assist you with your service needs outside normal business hours. Please fill out an IT Department Workticket at least two weeks in advance. Here is the link:http://staff.lib.uci.edu/worktix/workticket-creation-form.php
D. Duration of event: Please reserve equipment only for the time you want it to be in the room and available for testing and/or use. Depending on the type of equipment, MRC staff and/or IT will coordinate setup and teardown time for the equipment.
E. End on Time: Depending on the type of equipment booked, MRC staff and/or IT will make arrangements to retrieve equipment soon after the scheduled end of an event and may not be able to wait when meetings run long. Please try to end on time or make arrangements in advance with the resource coordinator if you think your event might end late.
F. Cancellations: If you cancel your event or if you find you no longer need the equipment within 48 hours of its scheduled start, please contact the IT department to notify them of the change. Simply removing the Outlook Calendar booking is not sufficient since staff will have been scheduled to deliver and configure the equipment.
G. Last-minute reservations: If needs arise within three days of an event, please call the IT Department to see if arrangements can be made for delivery and setup.
H. Support: Due to staffing limitations, staff are not routinely present at the beginning of all events. If you feel you will need help getting started, please contact the IT department well in advance so they can schedule support.
I. Events outside libraries: MRC and IT department equipment may be used for events on campus and outside library facilities as long as the events are coordinated by the library. Due to staffing limitations, MRC and IT are not available to deliver and configure equipment outside the UCI Libraries. Please check with MRC and IT staff at least two weeks in advance to verify equipment availability and to discuss technical issues.
J. Security: The event coordinator is responsible for security of equipment during and after the event. Please make sure the door is locked if you vacate the room with equipment inside, and please contact the IT or MRC service provider if your event ends earlier than scheduled in Outlook Calendar.
A. Laptop and projector sets:
Pending staff availability in the IT department, IT staff may be able to assist you with your service needs outside normal business hours. Please fill out an IT Department Workticket at least two weeks in advance before your webcast or videoconference. Here is the link: http://staff.lib.uci.edu/worktix/workticket-creation-form.php
C. Web teleconferencing equipment
D. iClicker audience response system equipment
E. For more information
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