Classroom and Other Technology Use Policy for Rockhurst University

Purpose:

The purpose of this policy is to protect Rockhurst University's investment in classroom and other technology and to promote its responsible and appropriate use. This ensures technology remains functional, secure, and beneficial for enhancing educational and other event experiences.

Policy:

Ownership and Intended Use:
- All classroom and other technology equipment provided by Rockhurst University, including but not limited to computers, projectors, audio-visual systems, printers/copiers, and other technological devices, are the property of Rockhurst University.
- These resources are intended solely for educational and university-related purposes.
Prohibited Actions:
- Tampering: Disabling, tampering with, or disconnecting any classroom or technology equipment is strictly prohibited. This includes unplugging, removing, or disabling any cables, cords, or devices.
- Damage or Disruption: Any intentional damage or disruption to equipment is a violation of this policy and may result in disciplinary action, including fines, suspension of technology privileges, or academic consequences.
User Responsibilities:
- Proper Use: Users are expected to handle all equipment with care and use it exclusively for educational or university-approved purposes.
- Restoration: After use, users must return equipment to its original state. This includes shutting down devices, logging out of accounts, and ensuring items are returned to their proper locations.
- Software and Applications: Installing or downloading software, apps, updates, plugins, or extensions on university equipment is strictly prohibited without prior authorization from the IT department.
- Relocation of Equipment: Users are not permitted to move or relocate technology equipment without explicit approval from the Computer Services department.
- Event Responsibilities: Users are responsible for operating the equipment provided in the event space. Computer Services personnel will assist with initial setup and provide training on the equipment but are not responsible for managing events without prior planning and coordination. While Computer Services may support larger events, they are not expected to provide assistance for smaller classroom or conference room events.
Event Recording - Rockhurst University provides multiple platforms for recording classes, meetings, and events, depending on the technology available in the room:
- Mediasite: Designed to capture audio, video, and presentation content, Mediasite automatically uploads recordings to a secure platform where they can be edited, managed, and accessed on demand. Events requiring Mediasite should be coordinated with Rockhurst’s eLearning department.
- Microsoft Teams: Records audio, video, and screen sharing during sessions, automatically saving the recording to Microsoft OneDrive or SharePoint for seamless access and sharing. Meeting organizers are responsible for initiating recordings and sharing them as needed.
- Zoom: Captures audio, video, and shared content during sessions, with flexible options to save recordings either locally or to the cloud for easy storage and sharing. Meeting organizers are responsible for initiating and distributing event recordings.
Event and Meeting Management:
- User Responsibility:
  1. Anyone using Rockhurst University's technology is expected to take full responsibility for managing their presentation, audio, video, and event timing.
  2. Users must ensure all materials and media are prepared and functioning correctly before the event begins.
  3. Computer Services will meet with users upon request to provide training on using the technology in a meeting space.
- Computer Services Role:
  1. Computer Services personnel are not responsible for running meetings or managing event logistics. The event organizer is responsible for all aspects of event execution as outlined under "User Responsibility."
  2. For large events requiring Computer Services' involvement, the organizer must schedule a planning session and submit a detailed plan for approval. This plan should:
    - Include a clear event schedule, with media requirements and timing.
    - Outline specific responsibilities and tasks, including when they occur during the event.
    - Adhere to best practices for event management and technology use.
- Facilities Coordination:
  1. Any issues related to non-technical aspects of meeting spaces, such as electrical power, seating, tables, or other furniture, must be coordinated with Facilities Management. Computer Services is not responsible for these requests.
Reporting Issues:
- Users must report any issues, damage, or malfunctions immediately to Rockhurst University's Computer Services Help Desk. This includes hardware failures, software problems, or other issues affecting functionality or security.
Consequences for Policy Violations:
- Violations of this policy may result in disciplinary action, including fines, suspension of technology privileges, or academic consequences.
- Repeat offenses may lead to further actions, including the loss of access to classroom technology and potential suspension or expulsion from the university.

Conclusion:

By adhering to this policy, all users contribute to maintaining functional and reliable classroom and other technology at Rockhurst University. Responsible use helps foster a positive learning environment and ensures long-term academic success.

By using Rockhurst University's technology equipment, users acknowledge and agree to abide by this policy. Failure to comply may result in the loss of access to technology and further disciplinary action as outlined above.

Last Review Date

12/10/2025