Central Pool Classroom Project Selection and Support

Statement of Purpose

This document describes the terms under which classroom improvement projects are selected, administered, and funded by Provost and the Provost's Classroom Facilities Review Committee. It also outlines the responsibilities for ongoing support and maintenance of classroom technology installed in the Central Pool classrooms.

Project Selection

Classroom facility improvements may be requested by schools or other academic units at the University of Pennsylvania and submitted for consideration to the Provost's Classroom Facilities Review Committee. Only Central Pool classrooms, scheduled through the Office of the University Registrar, are eligible for consideration.

Projects are selected for funding according the needs of the University as determined by the Committee in consultation with the Office of the Provost. Upon selection, projects are managed by the Implementation Subcommittee and budgets are administered through the office of the Associate Provost for Finance and Planning.

The school or academic unit making the request agrees to act as the "host" organization for the improved facilities and to fulfill the responsibilities described below.

Design and Installation

Designs for general construction and technology are prepared by the Subcommittee in close consultation with the host organization. Design considerations will balance Central Pool standards with the unique requirements of each situation. Architects and technology designers will be hired by the Subcommittee as needed.

Construction schedules are set by the Subcommittee in consultation with the host organization and the Office of the University Registrar. All contractors and vendors are selected by and report to the Subcommittee. The Subcommittee will work with host organizations to assure minimal disruption to other activities near work sites and to help coordinate with any other projects that may impact on the classroom renovation.

All costs directly related to the design, general construction, and technology installation are paid by project budgets as set by the Subcommittee. These include:

• architectural and engineering fees
• general construction
• seating and other furniture
• lighting fixtures and control
• writing surfaces
• audiovisual and computer technology
• wiring for audio, video, and networking

Other capital costs unique to specific projects will be covered by the Subcommittee or negotiated with the host or other organizations at the direction of the Committee Chair. Host organizations will assume the cost of their staff participation in the project.

Technology Support, Maintenance, and Upgrades

Funds administered by the Subcommittee are from capital budgets and are not used for repair, replacement, or upgrade of technology systems installed by the Subcommittee.

Upon the completion of installation, the Subcommittee, the host organization, and Classroom Technology Services (CTS) will certify technology systems as fully operational. CTS will be the registered owner of all equipment.

The definitions of responsibilities described below are based on experience gained from numerous classroom improvement projects. Close cooperation among all parties and good faith efforts to provide quality facilities and service are essential to the success of each project. Unforeseen circumstances may arise which impact the distribution of resources and responsibilities. All parties are called on to show flexibility to assure that the needs of classroom users are met.

Classroom Technology Services Roles and Responsibilities

CTS is a unit of Information Systems and Computing (ISC). Its responsibilities include:

• design and installation of new technology in classrooms
• repairs, maintenance, upgrades, and replacement of equipment installed by the Subcommittee

CTS design and installation activities will be carried out under the direction of the Subcommittee as an integral part of the process described above.

CTS will provide detailed training to the support staff of the host organization and will maintain technical documentation for all systems.

CTS will perform preventative maintenance and repairs to the equipment and will be responsible for the upgrade or replacement of any equipment when it is beyond repair or does not meet the needs of the classroom's users. Malfunctioning equipment will be repaired or replaced as soon as possible. Computers over 3 years old, projectors over 6 years old, and general audiovisual equipment over 6 years old may be considered for upgrade or replacement due to functional obsolescence. Disputes concerning the necessity of upgrade or replacement will be mediated by the Chairman of Provost's Classroom Facilities Review Committee and the Vice President of ISC.

CTS will submit claims to University Risk Management when appropriate and will assume any deductible expenses related to settlement of claims.

CTS will fund the ongoing costs of network connections.

Host Organization Roles and Responsibilities

Host organizations will be responsible for:

• primary support of instructors
• proactive daily checking of technology in classrooms
• assisting with security and safety precautions
• computer configuration and software
• identifying staff to perform the functions listed here

Host organizations will instruct classroom users in the proper operation of the equipment and respond to requests for assistance as needed. This responsibility extends to support for all instructors of classes scheduled by the Office of the University Registrar, regardless of their academic affiliation.

Host staff will check the equipment on a daily basis to identify problems in advance of classes. If repairs or advanced technical assistance are needed, the staff of the host organization will report the problem to CTS for action.

Host organizations will take steps to help safeguard equipment against theft and damage by locking unused rooms as needed, responding to alarms, and discouraging inappropriate use of the equipment.

Host organizations will purchase, install, and maintain all computer software, including operating system upgrades. Hosts will configure and administer all software according to the preferences of their computing staff. Host computing staff will grant permission to instructors who wish to install software related to classes scheduled by the Registrar, providing that it does not conflict with the operation of other installed software.

Host organizations may perform computer hardware upgrades at their own expense if the computer is less than three years old.

Host organizations will designate staff members to perform these functions and assure their cooperation with CTS during planning, installation, and operation. If staff are not available to fulfill these responsibilities, the host organization will hire or contract for necessary resources.

Original process document drafted by Steve Fabiani, Classroom Technology Services
Revised June 2022 by Jeff Douthett, Director of Classroom Technology Services
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