Multimedia Guidelines

Multimedia Guidelines describes the process that takes place when the IMC receives a multimedia duplication and/or installation request. The following guidelines provide step-by-step instructions for requesting these services.

1. Instructors are responsible for confirming the availability of the multimedia they require for their classes. Instructors should arrange for the duplication/installation of their multimedia in the IMC the Spring or Fall semester prior to the implementation of the new materials. This is especially important for instructors who are adding new course texts or changing textbook editions, since multimedia is commonly packaged with these materials.

2. Instructors who wish to request multimedia to be added to the media collection, installed in the Foreign Languages Lab, or duplicated for instructor or student use must contact their Department Chair. The Department Chair will contact the Network & Multimedia Librarian before purchasing any materials to be supported by the IMC. The Chair will provide the Network & Multimedia Librarian with the following information: a) Name, b) Department, c) Phone number, d) Media title, e) Producer, f) Distributor, g) Publication date, h) ISBN, i) Format, j) Services required (e.g., duplication, installation, or conversion), k) Date needed.

Please Note: In order to accommodate the large number of requests the Instructional Media Center receives on a daily basis, the IMC requires two (2) weeks notice per title from the time the multimedia is delivered to the Network & Multimedia Librarian.

3. The Network & Multimedia Librarian will evaluate the request taking into consideration licensing and copyright and will communicate her evaluation to the Chair. If the IMC is to provide on-going services for the multimedia, the Chair must arrange for the acquisition of one copy of each multimedia title to be given to the Network & Multimedia Librarian to process and permanently add to the multimedia collection. At this time the Network & Multimedia Librarian and the requesting Chair will decide on an approximate date for the delivery of the materials and any blank media that may be required for duplication. If available, a copy of the purchase order will be given to the Network & Multimedia Librarian at this time.

4. The Chair will deliver the blank media and multimedia for duplication including any documentation or licensing/copyright information to the Network & Multimedia Librarian on the agreed upon date. If the date of delivery changes, the Chair will notify the Network & Multimedia Librarian of the new date.

5. Upon receipt of the materials, the Network & Multimedia Librarian will obtain licensing or permission for the multimedia. The Network & Multimedia Librarian will keep any licensing documentation or permission letters on file.

6. The Network & Multimedia Librarian will give the materials to the Technical Services Librarian who will catalogue the multimedia and return it to the Network & Multimedia Librarian.

7. The Network & Multimedia Librarian will deliver the multimedia to the appropriate location based upon the use specified by the Chair. If duplication services are requested, the Network & Multimedia Librarian will deliver the materials to the Instructional Media Technician who will arrange for the duplication of the material and provide the Network & Multimedia Librarian with an expected date of completion. If installation on IMC workstations or servers is requested, the Network & Multimedia Librarian will deliver the materials to the Multimedia Operations Specialist who will arrange for the installation of the material and provide the Network & Multimedia Librarian with an expected date of completion. If both duplication and installation services are requested, the material will duplicated first and then delivered by the Instructional Media Technician to the Multimedia Operations Specialist for installation. If neither duplication nor installation services are requested, the material will be added to the IMC collection. Previous editions of multimedia housed or installed in the IMC will remain accessible until they have been phased out of use.

Please Note: If the wrong multimedia title is given to the Network & Multimedia Librarian in error, and the Instructional Media Technician and the Multimedia Operation Specialist perform all duplication and installation services, all additional materials and labor costs will be charged back to the Department if the services must be repeated.

8. The Network & Multimedia Librarian will inform the Chair of the expected date of completion for duplication and/or installation services.

9. The Instructional Media Technician and/or the Multimedia Operations Specialist will inform the Network & Multimedia Librarian when the duplication and/or installation of the material are complete.

10. The Network & Multimedia Librarian will inform the requesting Chair when duplication and/or installation services are complete.