Policies & Procedures


Audio/Visual Equipment

Policies & Procedures
  • Requests can only be originated and signed by SMC personnel.
  • All requests are on a "first come-first served" basis.
  • Reservations, same day or advance, are required for all Media Center equipment.
  • Check-out periods are normally based on class time period.
  • Media personnel will attempt to locate substitute equipment when scheduling conflicts arise or machinery malfunctions.
  • Students can pickup A/V equipment, from the Media Center, only if a reservation form is filled out, signed and approved by a faculty/staff person.
  • Satellite room keys will only be distributed to SMC faculty or staff.
  • Training on A/V equipment available upon request and staff availability. SMART classroom training is required before a media lectern key is issued.
  • Immediate classroom support for equipment failure is a department priority but remains contingent on staff availability

Electronic Repair

Policies & Procedures
  • Electronic repair service requests must originate from SMC personnel.
  • Repairs are only authorized for equipment belonging to the Santa Monica Community College District (SMCCD).
  • Instructional equipment is given first priority for repairs.
  • Requesters will be notified, in writing, if equipment cannot be repaired in-house.
  • Equipment that cannot be repaired, based on cost in comparison to age and usefulness, will be designated as salvage and the requester notified in writing.
  • Repairs are done on a "first come-first served" basis.

Media Production Services

Policies & Procedures
  • All media production requests need to be submitted to the Media Services Manager for review and approval.
  • Requests must be originated by SMC faculty and staff only.
  • Requests are reviewed and approved on a "first come-first served" basis.
  • Media Services maintains strict compliance with all U.S. Copyright Laws regarding use of copyrighted material.
  • Faculty/staff requester must obtain written clearance in advance of guest videotaping requests.

Reprographic Services

Policies & Procedures
  • Reprographic services are only available to SMC faculty and staff.
  • Service schedules and job turnaround times may change as a result of holidays, semester transitions, faculty flex days, staff development days, etc.
  • DSF Web Print job submissions are processed on a "first come-first served" basis.
  • The Walkup Copiers, in the front lobby, are specifically designed for very short copy runs. Multiple copies should be forwarded to the Reprographics staff.
  • Test security is a top priority. The following policies and procedures apply to all test materials:
    • Exams must be clearly marked on the DSF job tickets and paper request forms.
    • Test materials cannot be submitted or picked up by student assistants.
    • Exams are processed by SMC staff and secured in a Test Cabinet.
    • Student assistants are not allowed access to the Test Drop Box or the Test Cabinet.
    • Students evidenced stealing test materials will be immediately dismissed and a detailed report filed with the College Disciplinarian and SMCPD.
  • SMC has a Copyright Policy which was articulated by the Information Services Joint Committee and approved by the Academic Senate in 1991. The Reprographics Department reserves the right to refuse any copy request that may involve any violation(s) of Copyright Law. Faculty/staff reproducing copyright material on their own using the self-serve copiers are subject to Federal Copyright Regulations. Instructors needing to use copyright material, as part of their student handouts, are encouraged to incorporate these documents into their "custom coursepacks." SMC Bookstore personnel will assist all faculty with copyright declaration and clearances. Materials with copyright can also be placed "on reserve" in the campus library for a limited period of time.
  • All instructional handouts and syllabi are run on 30% recycled white paper stock. Exam requests can specify the 1st page be in a pastel color.
  • Available pastel colored paper can be requested for departmental mailers, handouts and bulletins.

Video Duplication Services

Policies & Procedures
  • Requests can only be originated by SMC faculty and staff.
  • All requests are on a "first come-first served" basis.
  • Duplication requests for audio and video content must be submitted on an official Media Services form
  • Duplication stock (i.e. CDs/DVDs) is to be provided to media personnel in-advance of the duplication service.
  • Observance of copyright protection is strictly enforced. We reserve the right to refuse any requests that may involve copyright violations.
  • Any formal copyright clearance for duplication requests must come in the form of a letter and on letterhead from the copyright owner, producer or distributor of the work.