AudioVisualnew

Audiovisual Services are located within the library at each of our Surrey, Richmond, Langley and Cloverdale campuses. Services include access to our Video and DVD collection, and a variety of Audiovisual Equipment that includes Audio, Computer, Photography, Projector & Video equipment. Each campus library also has an in-house AV Preview/Listening area to accommodate the previewing of videos, DVDs, 35mm slides, audio CDs and LPs.

For bookings and training on audiovisual equipment the hours of service are Monday - Friday 8:30 am - 4:30 pm.  Pickup and return of pre-booked audiovisual items can be done during all open hours of the Library.

All registered students, faculty and staff have Library Audiovisual privileges and access to Audiovisual services.

Educational use

The Library provides AV equipment for use by employees and students to support the educational process and the activities of the University. By signing the Equipment Circulation form, borrowers are certifying that the equipment is to be used for Educational Purposes only (course instruction, class assignments, presentations and projects). 

Before you request equipment

User Responsibilities

• Remember to bring your SmartCard when picking up AV equipment, DVDs or videos and be prepared to present your card and sign for your items .
• When placing a request for AV items, complete the appropriate request form in full. Incomplete requests cannot be processed.
• Requests for equipment can be made in person, by phone or by completing the online equipment request form.
• Equipment is provided based on availability and the more advance notice that is given, the better service we can provide.
• Due to limited availability of equipment, if instructors require all of their students to do final class presentations using data projection, it is helpful if the instructor prebooks the computer equipment for the whole class.
• Never leave equipment unattended in an unlocked classroom.
• Borrowers may be required to assume full financial responsibility for any damage or loss of equipment videos or DVDs while in their care.
• Always report malfunctioning equipment to the AV technician.
• The equipment you require may already be installed in the room. Checkout the list of e-classrooms at your campus. http://www.kwantlen.ca/iet/labs_etc/eclassrooms.html
• Users must demonstrate proper operation of the equipment before bookings will be taken. If you require instruction on the use of equipment for a presentation, contact the AV technician at your campus to arrange an appointment for instruction.
• Please do not disconnect c.o.w.s (computer on wheels). If you brought your laptop for a presentation, you need only to request a data projector, not a computer on wheels.  

• All users are responsible for the pickup and return of AV equipment, videos and DVDs.  We do not offer a delivery and pick-up service for AV equipment or videos/DVDs . if you require the use of equipment before/after library open hours, you must request the equipment in advance. Please observe the before/after campus hours procedures below.

Pickup and Return of Equipment

Before/after Library open hours : If you need equipment outside library hours, you must place your request with AV Services in advance . Your request must include the building and room number where the equipment, video/DVD will be used. After hour’s pickup and return of equipment, videos/DVDs are coordinated by AV Services, the user and facilities staff.

Surrey Campus
During Library open hours: To facilitate the use of equipment in buildings D/E and G, AV equipment closets are used. When the Library is open, you pick up closet keys in the Library. Keys are available 15 minutes prior to the start of your booking. After the booking, you must return the equipment to the closet and return the keys to the Library.

If your booking ends after the Library closes, return the equipment to the closet. Then return the key to one of the outdoor book bins located either outside the Library or outside Building D/E.

Before/after Library open hours : You must make an equipment request with AV Services in advance. Your equipment must be pre-booked and we must know the building and room in which the equipment will be used. Facilities staff will deliver and return equipment.

Loan Periods 

• Loan periods for equipment vary depending upon the equipment and availability.

• Loan periods for videos, and DVDs is 1 day; however, longer loan periods are possible.

Fines and Overdues

• Fines for overdue videos/DVDs and AV equipment are $2.00 per day, per item.
• Please return videos/DVDs and equipment on the date and time due. This will avoid fines and also disappointing other users who may be waiting for the equipment or video/DVD.

Instruction & Support

Our Responsibility to You

• Investigate and evaluate emerging Multimedia and AV technologies relevant to our patrons’ requirements.
• Provide suitable training, and documentation.
• Maintain AV equipment in good operating condition.
• Repair, maintain and troubleshoot classroom overhead projectors TV/DVD/VCR Units (library owned) as reported by instructors
• Take reasonable measures to minimize risk of theft of library audiovisual equipment.
• Ensure that faulty or damaged equipment is either repaired or replaced.
• Maintain equipment bookings system for patron requests.
• Troubleshoot the library Teaching lab and report unresolved problems to the IET support desk.

Equipment Types, Training, Guides and Tutorials

One on one instruction on the use of equipment is provided by an Audiovisual Technician Monday – Friday 8:30 am – 4;30pm , upon request. Instructional sessions must be made in advance. In the session the Audiovisual Technician will cover the basic operation and care of the equipment, talk about safety precautions and provide helpful tips .

While we prefer that you obtain instruction in person, we realize that is not always possible. If you require instruction and can’t book an instruction session, check out our online tools below.

AUDIOVISUAL INSTRUCTIONAL GUIDES - Equipment manuals are typically lengthy and time consuming to absorb. Our Audiovisual Instructional guides are designed to provide you with a printable guide for the basic operation, care, & helpful tips.

VIDEO TUTORIALS -Video tutorials provide a quick visual of “How to” use specific equipment.

MANUFACTURER WEBSITE – Since we are not always able to include an entire equipment manual in print format, we have provided you with some of our commonly used manufacturer websites.

Choose your instructional tool from the list below:

Equipment Available for Use

Software on the Computer on Wheels (COWs)

To see a list of software that is standard on all COWs (Computer on Wheels) that are booked from the Library, at any campus as of March 31st, 2007 please click on the Audiovisual Guide below:
AV COW Instructional Guide

Classroom Overhead Projectors & TV/DVD/VCR Units

Each classroom is equipped with an overhead projector and some also have a dedicated library TV/DVD/VCR unit.  The Audiovisual Technician in the library is responsible for repairs, maintenance and troubleshooting this equipment.  Please contact  the library to report problems with this equipment.   If the classroom projector is missing or is not working, go to the library for a replacement.

• Bring used acetate rolls to the Library and exchange for a new roll.
• Bring used lamps to the Library in exchange for a new lamp
• If the projector is malfunctioning or you do not know " How to change an overhead lamp", bring the projector to the Library for a replacement machine.
• When the Library is closed, phone the facilities staff for projector supplies.
• Do not borrow projectors from other classrooms. Come to the Library for a replacement.

The following classrooms have TVs and VCR/DVD units mounted so there is no need to book this equipment for classroom use:

What's New

Time to submit your semester bookings for equipment and videos or dvds for the upcoming Fall semester!!

Adaptive Technology Equipment

Kwantlen Polytechnic University has a variety of adaptive technology equipment.  This equipment is restricted to students with prior approval from their Disability Advisor. Some equipment may not be available at every campus; however we are able to request equipment from another campus to meet the needs of our students. Loan periods are flexible and depend on the number of students requesting each piece of equipment.  Contact your Disability Advisor if you require the use of this equipment:

Find out more about Services for Students with Disabilities at Kwantlen.

AV Community Borrowers

Kwantlen Polytechnic University Library offers an Audiovisual Community Borrowers membership to individuals living in the Lower Mainland. Membership is available at a cost of $35.00 for four months. With the purchase of an AV Community Borrower membership, users are entitled to use designated pieces of audiovisual equipment and to borrow some print materials from the general collection.  For more information, or to apply for a membership card, please contact the Audiovisual Technician at the Kwantlen Polytechnic University Campus nearest you.

Equipment Available to Community Borrowers
The following AV equipment is available for use with a current AV membership card. Please allow 3 days advance notice to ensure availability for the date required.

• Overhead projectors
• Audio cassette players/recorders
• Slide projectors
• Microphones
• Portable Projection Screens
• Portable PA Systems

Some equipment may not be held at all campuses. With advanced notice, it may be possible to transfer equipment between campuses.

Video/DVD Collection Access

For Community Borrowers use of the video/DVD collection is restricted to in-library use only. An AV membership is not required to view the videos or DVDs in the library.
 
AV CB Membership Application (PDF)
AV CB Membership Handout (PDF)

Frequently Asked Questions-Equipment

How can I find out what equipment is available to use for my class project?
Go to the Audiovisual counter at the Library and ask to speak with the AV staff. You can also visit the library web page to find a list of equipment available for use.

What is the loan period for equipment?
The loan periods for equipment vary, and depend on the demand, type and availability of the equipment requested. Please contact your campus AV Department for more information on loan periods.

Can I take a camcorder home to use to record my brother's wedding?
No – AV equipment borrowed from the Library is to be used for educational purposes only (course instruction, class assignments, presentations and projects.

What if I damage or lose equipment that I have out on loan?
You may be required to assume full financial responsibility for any damage to or loss of equipment that is in your care.

How do I get Instruction on the use of equipment?
If you require instruction on the use of our equipment phone to setup an appointment with an AV Tech, and check out our Instruction and Support section.

Are there fines for overdue Equipment?
Yes, fines for overdue equipment are $2.00 per day, for each overdue item.

Can I request equipment online?
Yes, just complete this form . You can access all our online forms from the Online Request Forms page.

Can I renew equipment? 
To renew equipment please call the AV department at the campus where you borrowed the equipment. To avoid overdue fines, call and request to renew the equipment before it is due. Renewals of equipment online are not possible at this time.


Can I return equipment to a different campus than the one I borrowed it from?
Depending on the type of equipment borrowed and the current demand, this may be possible.  Please discuss these arrangements with the AV Technician at the time of booking the equipment.

Before You Request Videos & DVDs

User Responsibilities

• All of our videos and DVDs are listed in the online Library catalogue . 
• Each campus has its own collection that can be borrowed via a booking system.
  
• To successfully meet the heavy demand for some video and DVD titles or to ensure availability for a specific presentation date, it is essential that you request the item well in advance.
• Video and DVD request forms are available in each campus library.
• Requests can also be placed by phone or online.
• Instructors are encouraged to submit video and DVD requests for the entire semester. 

Pickup & Return of Videos/DVDs

• During Library open hours, the user must pick up and return all videos and DVDs  to the Library
• If videos or DVDs are being shown outside Library hours, they must be requested in advance in order to arrange pickup and delivery. After hours return of videos/DVDs should be done in the Library book return bin.

How to Request a Kwantlen Video or DVD

• To request a Kwantlen video or DVD, click here and chose Request a Kwantlen Video or DVD.
• Click here for instructions on 'How to Request a Kwantlen Video or DVD'.
• It is essential that you provide detailed information regarding your booking request:
• Title and call number of the item
• Is your use for preview or for a specific presentation date
• Pickup and return date/time of the Video or DVD, and campus location
• The building and room number where items will be used
• Your name, phone number and student number if applicable.
• Allow 3-4 days delivery if the item must be shipped from another campus.
• Allow 10 days delivery if the item is being shipped from another institution.

How to Request a non-Kwantlen Video or DVD

• In addition to Kwantlen owned videos and DVDs, Kwantlen also participates in a provincial cooperative that facilitates the exchange of videos and DVDs among post-secondary institutions.
• To search for videos and DVDs available from other institutions go to Outlook Online: ELN Media Catalogue .
• To request a non-Kwantlen video or DVD, click here and chose Request a Non-Kwantlen Video or DVD.
• Click here for instructions on How to Request a Non-Kwantlen Video or DVD.
• Ask a librarian to assist you in searching for those items relevant to your area of interest.

Copyright

For more information on Copyright and audiovisual materials, please see the Copyright Guide on the Library Home Page.

Feature Film Licence

Kwantlen Polytechnic University has negotiated a Feature Film Licence with two major Canadian distributors of feature films. Complete details are available below in the PDF files. You can also pick up a pamphlet at our AV counters in each library.

Feature Film Licence
Producers and Studios Covered under the Licence
Guidelines for Showing Feature Films at Kwantlen

Frequently Asked Questions: DVDs & Videos

Why is the loan period for videos and DVDs so short?
A 1 DAY LOAN allows you to take a video home and, in most cases, still makes it available for an instructor to use for classroom instruction.

Can I renew a video or DVD online?  
Videos & DVDs cannot be renewed online. Renewals are possible, but we have to ensure that the renewal does not conflict with an instructor's use of that Video/DVD for classroom instruction. If you require a video for a class presentation, you should place a request for the video/DVD for the specific day and time of your presentation.

How long does it take to get a video or DVD from another campus?
This type of request is called Requesting a Kwantlen Video or DVD. Please allow 3-4 working days for delivery.

How long does it take to get a video or DVD from another institution?
This type of request is called Requesting a Non-Kwantlen Video/DVD. Please allow at least 10 working days for delivery.

Will I receive confirmation of a video I've requested?
You will receive confirmation by email to your Kwantlen email account and through checking your 'My Library Account.

Can I return videos/DVDs at any campus?
You should return your videos/DVDs to the same campus library that you picked them up. You can return your videos/DVDs at a different campus library IF you indicate this when placing a request for the item. If you place your request in person, make sure you inform the AV staff that the pickup and return campuses will be different at locations. If you use the online form, indicate this on the form.

Room Bookings (this section is still under construction--stay tuned)

Under the terms and conditions of  the Kwantlen Policies and Procedures - Use of Kwantlen Polytechnic University Facilities by External Groups.  Room bookings provide external groups and organizations with access to rooms and "on campus use only" of some Audiovisual equipment.  The same service is available to internal users, without rental costs.

External Clients
Can be an individual, group or organization in the Community. External clients may not request equipment directly with the library. External users are invoiced for rental costs by the Admin Assistant responsible for Room Bookings, and therefore must request all equipment with the Admin Assistant to ensure proper invoicing. 

Internal Clients
The same services are availalbe to employees and are defined as an employee or Faculty member hosting an internal event or meeting. Internal clients can request and borrow equipment directly from the Library for their event. 

System Partners
An employee who sponsor an agency, organization or community group that has an ongoing working relationship with Kwantlen Polytechnic University.  The event must be approved by the Dean of the requesting host, and the employee is responsible for signing for the equipment, pickup and return as usual.

Equipment Privileges

Revised: 25/06/09
Revised by: CD