Classroom and Lab Technologies Event Policies and Fee Schedule

Policy Number: CT-1001

Policy Subject: Classroom and Lab Technologies Event Policies and Fee Schedule

Responsible Parties: Classroom and Lab Technologies

Related University Policies: University Policy Number 1103: Space Utilization and Scheduling

I. Scope:

These policies apply to all George Mason University faculty, staff, students, university contractors, and outside clients who use equipment and facilities supported and managed by Classroom and Lab Technologies at the Arlington, Fairfax, and Prince William campuses.

II. Policy Statement:

This policy applies to events that take place in learning spaces that are officially supported by Classroom and Lab Technologies, either as a unit responsibility or via a documented service level agreement with a responsible organization. Classroom and Lab Technologies does not charge for equipment, facilities, or staff support for full semester and ad-hoc credit classes scheduled during regular support hours.

Classroom and Lab Technologies’ primary mission supports faculty, staff, and students who teach and learn in the classrooms and labs of George Mason University. As a secondary service to the university community, Classroom and Lab Technologies also supports co-curricular, extra-curricular, public relations, and student activity events that advance the educational mission of George Mason University.

Classroom and Lab Technologies Event Support Hours

In order to ensure availability of equipment, facilities, and event staffing, the client must follow the event policies and deadlines outlined in this document.

Classroom and Lab Technologies support staff retains the right to cancel support services for an event based on special circumstances such as inclement weather, networking problems, or power outages.

III. Responsibilities:

Classroom and Lab Technologies support offices on all campuses are responsible for the fair and consistent application of this policy when it comes to the scheduling and support of events.

Questions about the application of this policy should be directed to the Director of Classroom and Lab Technologies and/or designee in Director’s absence.

IV. Definitions:

Internal Events: Events by university recognized student organizations, its colleges, schools, departments, centers, and institutes.

Sponsored Events: Events sponsored by the University’s faculty, staff, colleges, schools, departments, centers, institutes, and its recognized student organizations. (The sponsor must attend the entire event in order for the client to be eligible for a sponsored rate.)

External Events: Events by outside organizations (non-university organizations) not associated with or sponsored by a University entity as described in the Sponsored Events definition.

V. Event Policies:

    • Events, HR events, defense of theses, and placement tests will not be charged equipment fees. (Labor costs may apply to these users.)
    • Internal Events and Sponsored Events which do not charge for registration or admission to their event will be charged the Primary Fee Schedule. Internal events which opt not to have dedicated event staffing will receive lowest priority in queue support. Classes take priority over events. Please note that this may mean a 15 minute or greater response time to technical trouble shooting related to event technology.
    • Internal Events and Sponsored Events which charge for registration or admission to their event will be charged the Secondary Fee Schedule.
    • External Events will be charged the Tertiary Fee Schedule.
    • Classroom and Lab Technologies must hire and pay technicians to support events–staffing charges will apply to all events that include technical support.
    • Classroom and Lab Technologies requires dedicated staff support for all external clients’ use of its electronically enhanced classrooms and equipment.
    • Classroom and Lab Technologies requires that all weekend events and events outside of the normal event support hours have dedicated staffing regardless of type of event.
    • Classroom and Lab Technologies requires that all events utilizing three or more technology enhanced facilities have dedicated staffing. The number of staff required will be determined by Classroom and Lab Technologies based on the number of facilities used, the location of facilities used, and the type of the equipment used.
    • Reservations for events must be made in a timely manner:

1. Internal events occurring during normal business hours require at least 2 business days’ notice.

2. Sponsored events occurring during normal business hours require at least 5 business days’ notice.

3. External events occurring during normal business hours require at least 10 business days’ notice.

4. Any event that requires in-room or dedicated support requires at least 10 business days’ notice.

5. Any event that occurs on a weekend or outside of normal business hours requires at least 10 business days’ notice.

6. Any event that requires the installation of software requires at least 10 business days’ notice.

7. Any event which is meets the “Major” or “Mega” event definition under University Policy 1103 (e.g., 600 or more attendees, external guests, major media exposure, etc.) will require at least 1 month notice.

8. If reservation deadlines are not met, the reservation cannot be accepted and neither support nor equipment will be provided.

    • Classroom and Lab Technologies will only guarantee the availability of the facilities and equipment that have been reserved with Classroom and Lab Technologies prior to the start of the event. Any changes to the predetermined support plan will be done at the discretion of the technician supporting the event and will require signature approval from the event sponsor in case additional charges may apply.
    • Classroom and Lab Technologies reserves the right to refuse future service to clients who abuse policy, process, equipment, facilities, or personnel. These abuses include, but are not limited to:

1.Non-payment of invoices;

2. Damage or destruction of equipment or facilities through misuse or neglect;

3. Unprofessional conduct towards event or scheduling staff.

VI. Billing:

Classroom and Lab Technologies will bill clients for event services in the following manner:

Internal or Sponsored clients will be billed directly to host or sponsoring department‘s Organization Code via Journal Voucher.

1. The Journal Voucher will be submitted for processing on the 15th of the month following the event.
2. This billing procedure applies for all clients being charged on the Primary or Secondary schedules. If a client is unable to provide an Organization Code for billing, they will automatically be charged Tertiary and be billed according to the external billing practice.

External clients will be billed via the department responsible for external billing for each campus. The billing department will be responsible for transferring funds to Classroom and Lab Technologies in a timely fashion.

1. External clients with estimated support charges for Classroom and Lab Technologies services greater than $2000 may be required to place a deposit to cover staffing costs in addition to any other deposits required by the department handling external billing.
2. The external billing department will be billed by Classroom and Lab Technologies on the 15th of the month following the event. The external billing department will then bill the client.
3. This billing procedure applies for all clients being charged as External clients on Tertiary of this billing schedule.

VII. Frequency of Review and Update:

These policies will be reviewed annually in July. Any changes will be annually submitted to the Recharge Committee by August 31. If a rate increase is approved, customers will be notified by March 1 prior to the start of the new fiscal year, with effective date of July 1.

VIII. Effective Date:

The policies herein are effective February 20, 2007.

Approved:

Susan Kehoe
Interim Executive Director, DoIT

Date approved: February 20, 2007
Last Updated: July 1, 2008

Revision History:
April 25, 2007: Added Billing Policy
July 1, 2008: Revised Event Fee Schedule
July 1, 2008: Revised Billing Policy and Frequency of Review and Update