Policy on Use of Equipment

The role of the Sun City Texas Internet/Computer Club (the Computer Club) is to provide service, both to its members and to the community at large. This policy is intended to ensure the availability and condition of Computer Club equipment for Computer Club activities as a first priority while allowing appropriate uses for community benefit when such uses do not interfere with Computer Club activities.

I. Definitions

A. Fixed Equipment is defined as:

1. Equipment normally installed in the Lab for immediate use and connected by cables or otherwise fastened in place,
2. Furnishings normally used in conjunction with the cabled or otherwise fastened equipment (tables or other stands or supports, chairs, etc.)
3. Furnishings not easily cleared or transported (e.g. display racks, etc.)

B. Mobile Equipment is defined as all other equipment and encompasses:

1. Mobile electronics (laptops, projectors, microphones, spare components, etc.)
2. Any associated cables, stands, carts, or containers for use with or transport of mobile electronics,
3. Accessories (free standing screens, podiums, etc.)

C. Computer Club Use is defined as the conduct of or preparation for a meeting sanctioned by the Board, a Board member, or a Computer Club Special Interest Group Leader (SIG Leader) for the benefit of Computer Club business or activities.

D. Other Use is defined as any use other than Computer Club Use whether or not by members of the Computer Club  

II. Equipment Covered.

All equipment normally residing in the Computer Club Lab (the Lab) is covered by this policy. For the purposes of this policy, the equipment is classified as either Fixed or Mobile Equipment as defined in the Definitions section of this policy.

All Fixed Equipment is available for use by persons or groups who have scheduled use of the Lab in accordance with existing established procedures. All Mobile Equipment use, whether used in the Lab or in another location, is subject to the provisions set forth below.

III. Approvals for Mobile Equipment Use

Use of Mobile Equipment is classified as either Computer Club Use or Other Use as defined in the Definitions section of this policy.

A. Computer Club Use. Computer Club Use of the Mobile Equipment is automatically approved without fees with the following stipulations.

1. To avoid conflicts in availability, reservations for Mobile Equipment are necessary. Procedures for arranging reservations are provided in the Policy Administration section of this policy.
2. To protect the Mobile Equipment from damage or misuse and as a service to users, Mobile Equipment transport, set-up, and breakdown must be performed by a Certified Equipment Operator (CEO). Designation of CEOs is described in the Policy Administration section of this policy.
3. Use of the Mobile Equipment will be within the confines of Sun City Georgetown. Exceptions may be permitted, but such requests will be handled as for Other Use except that no fees will apply.

B. Other Use. Other Use of the Mobile Equipment may be approved with the following stipulations.

1. A request for use of the Mobile Equipment must be submitted, approved, and a reservation made. Procedures for these actions are provided in the Policy Administration section of this policy.
2. To protect the Mobile Equipment from damage or misuse and as a service to users, Mobile Equipment transport, set-up, and breakdown must be performed by a Certified Equipment Operator (CEO). Designation of CEOs is described in the Policy Administration section of this policy.
3. To compensate the Computer Club for Mobile Equipment use, a user's fee shall be assessed. The fee structure is given in the Policy Administration section of this policy.

IV. Policy Administration

  A. Mobile Equipment Schedules. Scheduling Mobile Equipment for use, whether or not use is within the Lab facility, is necessary to ensure availability to the approved user. The CyberCenter Director or his designee will maintain a schedule of reservations for each piece of Mobile Equipment.

B. Reservations for Computer Club Use. Reservations for Mobile Equipment may be arranged verbally or in written form with the CyberCenter Director or his designee.

Reservations will be handled on a first come, first served basis. For regularly scheduled meetings which normally require Mobile Equipment, standing reservations may be made. For cases where the exact meeting requirements are not known, reservations may be made for the most inclusive subset of the Mobile Equipment expected.

C. Requests for Other Use. Prospective Other Users of the Mobile Equipment shall submit a written request to the CyberCenter director at least one (1) week before the requested use. Requests shall include the following information:

Individual, group, or organization requesting the Mobile Equipment

Purpose of the meeting.

Responsible individual and contact information

Location where Mobile Equipment will be used.

Date(s) and time(s) Mobile Equipment is needed.

Whether or not a CEO has been arranged and, if so, his/her name

List of requested Mobile Equipment.

D. CEO Designation. CEOs shall be members of the Computer Club. The CyberCenter Director or his designee will train and certify all CEOs and shall maintain an up-to-date list of CEOs.

In order to prepare CEOs to overcome most problems that might be encountered in using the Mobile Equipment, CEO training shall encompass adjustment of any parameters or modes of the Mobile Equipment as well as proper cabling, if applicable.  Members wishing to be a qualified CEO will obtain their training by participating with the set-up team at the Monday meetings at least 3 times.

Recognizing that Mobile Equipment complexity and the variability of needs of specific users are unique, at the CyberCenter Director's discretion, separate lists may be maintained of CEOs qualified for specific items of Mobile Equipment and/or for specific users of the Mobile Equipment. For example, Training classes tend to require a standard set-up, whereas Programs tend to have more variable needs that may require broader CEO training.

Frequent users, whether Computer Club Users or Other Users are encouraged to have a member of their group seek certification as a CEO to serve their specific needs. When this is not practical, the CyberCenter Director will attempt to arrange a CEO to fulfill the need.

E. Fees for Mobile Equipment Use. In cases where fees apply (non-Computer Club use), a fee will be charged, for each session and or class, depending on the equipment being used.  Except as noted, all Mobile Equipment must be operated by a CEO and described above.

EQUIPMENT FEE

A. Laptop - $50.00

B. Projector - $50.00

C. Modem - $10.00

D. Microphone(s) - $10.00

E. Overhead Projector - $15.00

F. White/Black Board in Atrium only - $10.00

CEO furnished by the Computer Club - $30.00

CEO furnished by the using  group - $0.00

Items E and F do not require a CEO for use.

F. Deviations. The Board recognizes that extenuating circumstances may occur for which the Computer Club wishes to provide a positive, cooperative response to the community needs.  Therefore, provisions of this policy may be selectively set aside by the Board.  Also, the Board recognizes that timeliness may prohibit convening of the Board for this purpose.  Therefore, the President, Vice President and Immediate Past President of the Computer Club are independently authorized to arrange policy deviations when necessary and appropriate and after exercising due diligence.  Such action must then be reported to the Board at its next meeting.

Adopted by the Executive Board, Fall, 1999; Club name changed 5/26/00; Revised January 2004.

   12/16/05