Policies, Prices & Availability

In order to ensure that groups with requirements for computing and audio-visual technologies receive the equipment they need and are placed in appropriate spaces, WITS prefers to consult with representatives of the group as far in advance as possible to discuss what the group wishes to do and to reserve the necessary equipment.   WITS has a limited amount of available equipment and may not be able to honor last minute requests. 

Types of Spaces

In general, there are 6 different categories of spaces where computer or audio-visual may be used. 

1. Classrooms Equipped with Presentation Capabilities ("Smart" classrooms)

These rooms typically have some sort of teaching station, a data projector, a screen and often a sound system.  Most of them have computers permanently located in the teaching station and many have panels for controlling the equipment.  They all have internet connections and a wireless network can be made available.  Laptop computers that customers bring can usually be connected to the data projector for presentations. 

  • WITS will not charge for the use of the equipment in these rooms. 
  • WITS will not charge for training those unfamiliar with the equipment in the room.
  • There is no charge for technical support in these rooms when that support is supplied by a student worker.
  • If there is an equipment failure while the room is being used, WITS will respond at no charge.  There will be no charge for repair unless the problem is traced to abuse of the equipment.

2.  Classrooms/Spaces Requiring Equipment Delivery

These rooms and spaces are ones with no built-in presentation, sound or computer equipment.

  • If the equipment delivery and setup is routine, WITS will not charge for the service or use of the equipment.
  • There is no charge for technical support in these spaces when the support is supplied by a student worker.
  • WITS will not charge for training those unfamiliar with the equipment.
  • If the setup requires a WITS technician and entails more than 30 minutes of time, WITS will charge for the setup.  (The most common situation where this will occur is with setups requiring sound equipment.) 
  • If there is an equipment failure while the space is being used, WITS will respond at no charge.  There will be no charge for repair unless the problem is traced to abuse of the equipment.

3.  Computer Labs

These are rooms that provide a computer for each participant as well as a computer equipped teaching station.

  • WITS will not charge for the use of the equipment in computer labs.
  • If WITS staff must perform some special setup on lab machines for the group, e.g. loading software, WITS will charge for the staff person's time.  There will be a charge for the time both to install and uninstall the software.
  • There is no charge for technical support in these spaces when the support is supplied by a student worker.
  • WITS will not charge for training those unfamiliar with the equipment.
  • If there is an equipment failure while the space is being used, WITS will respond at no charge.  There will be no charge for repair unless the problem is traced to abuse of the equipment.

4.  Special Spaces - Ford 102 and 122

  • Because the technology available in Ford 102 and 122 is quite sophisticated, WITS requires that any group wishing to use any of the technology in these spaces meet with WITS staff prior to using the rooms.  WITS staff will determine what the group wishes to do and provide instruction on how to utilize the technology.  WITS will not charge for this service.
  • WITS will not charge for the use of the equipment in Ford 102 and 122.
  • If the group requires technical support in these spaces during the event, WITS will charge for staff time.
  • If there is an equipment failure while the space is being used, WITS will respond at no charge.  There will be no charge for repair unless the problem is traced to abuse of the equipment.

5.  On-campus Outdoor Spaces

  • Outdoor spaces will only be set up for events as weather permits. 
  • All equipment must be attended while it is located outdoors. 
  • At the completion of the event, all equipment set up outdoors must be taken down and stored in a location designated by WITS.
  • No equipment may be left outdoors overnight.
  • If the equipment delivery and setup is routine, WITS will not charge for the service or use of the equipment.
  • There is no charge for technical support in these spaces when the support is supplied by a student worker.
  • WITS will not charge for training those unfamiliar with the equipment.
  • If the setup requires a WITS technician and entails more than 30 minutes of time, WITS will charge for the setup
  • If there is an equipment failure while the space is being used, WITS will respond at no charge.  There will be no charge for repair unless the problem is traced to abuse of the equipment.

6.  Off-Campus Locations

  • WITS will charge for delivery and setup of equipment at off-campus locations.
  • WITS will charge for equipment picked up on campus by someone responsible for an event, taken to an off-campus location and set up without WITS assistance.
  • WITS and the party picking up the equipment will agree upon dates and times both for picking up the equipment and returning it.
  • All equipment must be attended while it is located off-campus.
  • The group using the equipment off-campus will be held liable for loss or damage.
  • At the completion of the event, all equipment must be taken down and returned to WITS by the agreed upon time.  WITS may charge late fees for equipment not returned promptly.
  • If there is an equipment failure while the equipment is being used off-campus, WITS will not charge for repair unless the problem is traced to abuse of the equipment or a WITS staff person must leave campus to perform the repair.

Other Considerations

7. Events Occurring Outside Scheduled WITS Hours

(8:00 AM - 4:30 PM, M-F during the summer; 8:00 AM - 8:00 PM M-Th and 8:00 - 5:00 PM F during the academic year)

  • If the delivery, setup and takedown for an on-campus event can be done during normal business hours, WITS will not charge, unless it requires more than 30 minutes of WITS staff time.
  • If the delivery, setup and takedown can be done by a student worker, WITS will not charge.
  • If a WITS staff person must work outside normal business hours to support the event, WITS will charge for the time the individual must work outside the person's regular hours.

8.  Groups Requiring Continual Support

  • If a group requires on-going technical support such that the technician must always be present at the event, WITS will charge for the individual's time at the rate of $50/hour.

9. Video Operations

  • If a group wishes to have a WITS supplied video operator record the event, WITS will charge time and materials.
  • Labor is charged at $20/hr. for student video operators

10.  Wireless Network Access

  • Groups requiring wireless network access for its participants will be charged a setup fee for each access point which must be configured.
  • Charge per access point is $25.
  • WITS reserves the right to refuse to set up wireless networking for an external group if it would interfere with the primary needs of the University's academic program or administrative operations.

11.  Damage/Loss

  • WITS will charge the group last using the equipment for full replacement value for any lost or damaged equipment, beyond normal wear and tear.