Multimedia Equipment Loan (for student)

Transcription

1 Unit Rules / Work Instructions Name: Multimedia Equipment Loan (for student) Last reviewed: SECTION 1 - INTRODUCTION 2 PURPOSE 2 SCOPE 2 DEFINITIONS 2 CONTEXT 2 SECTION 2 - UNIT RULES 4 UNIT RULES 4 REQUEST FOR MULTIMEDIA EQUIPMENT LOAN 6 RETURN MULTIMEDIA EQUIPMENT LOAN 7 SECTION 3 - RELATED MATERIAL 8 RELATED MATERIAL 8 SECTION 4 - GOVERNANCE 8 RESPONSIBILITY 8 VERSION CONTROL AND CHANGE HISTORY 8 Page 1 of 8

2 SECTION 1 - INTRODUCTION PURPOSE This document describes the standard process for handling multimedia equipment loan requests from students at Swinburne University of Technology Sarawak Campus. SCOPE This process applies to all students. It is expected that this process is evolutionary. DEFINITIONS Word/Term ADD CS Dean FBD ITS Lecturer Multimedia Equipment Multimedia Equipment Loan Agreement Requester ServiceDesk SOP Student Student List SUTS Ticket Owner University Definition Associate Dean, Design of FBD or any staff member that is authorised by the Dean, FBD Client Services is a team within the ITS unit Dean of FBD or any staff member that is authorised by Director of Academic Faculty of Business and Design Information Technology Services is a unit under Student & Corporate Services Division within the University FBD Design lecturers whose students will borrow the multimedia equipment to do their assignment Multimedia equipment refers to audio visual equipment purchased by the Faculty of Business and Design (FBD) which includes, but not limited to, digital cameras, digital single-lens reflex (DSLR) cameras, video cameras, sound recorders, lightings, tripods, memory cards and pen tablets. A letter prepared by ITS that highlights the requirements that students must adhere to while loaning the multimedia equipment. This agreement must be signed at the beginning of the semester and is valid for one semester (current semester). The lecturers will be responsible to: distribute the agreement to the students in his/her class, collect the signed agreement from the students, submit the signed agreement to ITS ITS will not release any multimedia equipment to students who have not signed the agreement. Student who submit the request to Service Desk The University s help desk application system Student Operations Division within the University Students who are currently enrolled in the University A list of student names who are eligible to borrow the multimedia equipment for the current semester. This list is to be compiled by the Design lecturers and submitted to ITS service desk at the beginning of each semester. The list will be valid for current semester only. Swinburne University of Technology Sarawak Campus A member of Client Services who own the service request ticket Swinburne University of Technology Sarawak Campus CONTEXT Name Location Page 2 of 8

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4 SECTION 2 - UNIT RULES Priority to borrow multimedia equipment will be given to students who are currently enrolled in the Bachelor of Design courses. At the beginning of each semester, the lecturers will to ITS a consolidated list of students who are eligible to borrow the multimedia equipment during the semester. The eligible students will have to sign the Multimedia Equipment Loan agreement and a copy of the document is to be submitted to ITS by his/her lecturers. ITS will not release any multimedia equipment to students who have not sign the Multimedia Equipment Loan agreement. For non-design students who wish to borrow the multimedia equipment, they will need to obtain approval from ADD before approaching ITS service counter. The ADD will forward a copy of Multimedia Equipment Loan agreement for the student to sign. For each multimedia equipment loan, the loan duration is 3 working days only. Every first working day of the week, CS will a scan copy of the equipment loan log book to ADD for his/her information and action (if any). The ADD and his/her designated lecturers are responsible to remind the requester to return the equipment on time. UNIT RULES 1 Request for multimedia equipment loan Design student is to submit his/her request for multimedia equipment loan to ServiceDesk*. 1.1 The request must be submitted at least one working day before collection of the equipment. A member of Client Services will pick up the ticket and cross check the requester against the 1.2 student list and the signed Multimedia Equipment Loan agreement provided by the Design lecturers. If the requester is on the student list and has submitted a signed Multimedia Equipment Loan 1.3 agreement, CS will check for the equipment availability, book the equipment (if it s available) and notify the requester. If the requester is not on the student list, the ticket owner will inform the requester to get his/her lecturer to send an to Service Desk confirming the student is currently enrolled in 1.4 a Design course. If the requestor is on the student list but has not signed the agreement, he/she can get a copy of the agreement from the lecturer, sign it and submit to ITS. If the requester is a non-design student, ticket owner will advise the requester to approach the 1.5 ADD to get approval to borrow the multimedia equipment. The ADD will forward a copy of the Multimedia Equipment Loan agreement to requester. The requester is to collect the multimedia equipment at ITS service counter. He or she will be 1.6 asked to sign the equipment loan log book. The requester will be reminded that the loan is for 3 working days only. Upon releasing the multimedia equipment to the requester, the ticket owner can proceed to 1.7 close the ticket. 2 Returning multimedia equipment loan When the requester returns the multimedia equipment at the ITS service counter, a member of 2.1 CS will check the returned equipment against the log book. Page 4 of 8

5 Note: CS is not qualified to check and/or determine the working condition of multimedia equipment. After checking visually and if there is no issue found, CS will update the equipment loan log 2.2 book. The equipment will then be returned to the storage area. 2.3 If any part of the equipment is found to be faulty or missing, CS will notify the ADD via . If any of the equipment is lost or stolen, a police report will be lodged by CS for insurance 2.4 claim purpose For any faulty multimedia equipment, the FBD will have to decide the next course of action (i.e. to repair, write-off, or replace with a new unit). If the requester does not return the multimedia equipment on time, CS will send a reminder to the student, copy to ADD and Dean. A second reminder will be sent 5 working days later. A third/final reminder will be sent 5 working days after the second reminder . After the third reminder has been sent, the student will have one working day to return the multimedia loan equipment. Once the deadline has expired, the case will be forwarded to SOP for further action. If the requester is found to have, due to negligence, damaged, lost or failed to return the 2.7 loaned equipment, he/she may be subjected to the provisions under the University s General Misconduct Policy. Note: * ServiceDesk will only accept s from the University s official addresses (with suffix.swinburne.edu.my ). Page 5 of 8

6 REQUEST FOR MULTIMEDIA EQUIPMENT LOAN Page 6 of 8

7 RETURN MULTIMEDIA EQUIPMENT LOAN Page 7 of 8

8 SECTION 3 - RELATED MATERIAL RELATED MATERIAL Name Location Document Type General Misconduct Policies & Procedures Directory Policy SECTION 4 - GOVERNANCE RESPONSIBILITY Owner Assistant Manager (Client Services), Information Technology Services Unit VERSION CONTROL AND CHANGE HISTORY Version Number Approval Date Approved by Amendment December 2013 SMT Formalise current practices Page 8 of 8