Audio-Visual Technology

Policy Number: 11.8
Effective Date: May 21, 2025  
Revision History: None 
Policy Contact: Vice President for Information Technology and Institutional Research/CIO

I. Purpose and Policy Statement

This policy documents the standards for audio-visual technology including, but not limited to Audio Visual Equipment/Systems and digital signage found in campus spaces including, but not limited to classrooms, conference rooms, study rooms, and event spaces. This policy prioritizes the implementation of audio-visual technology standards and support practices that 1) improve user experiences by increasing consistency and accessibility, 2) optimize cost-effectiveness, 3) reduce complexity, and 4) increase the supportability of equipment and systems by Information Technology (“IT”).

II. Scope 

This policy applies to all employees, students, and other members of the campus community such as board members, visitors, etc. All Georgia Gwinnett College (“GGC”) audio-visual assets are in scope regardless of Funding Source.

III. Definitions 

Information Technology Resource: Any hardware, software, service, system, or database used in support of College activities. This includes systems and applications hosted on premise or in the cloud as well as applications created by the College. 

Audio-Visual Equipment: Includes any installed or portable audio-visual equipment such as TVs, digital signage displays, mounted displays, monitors, speakers, microphones, wall-mounted cameras, projectors, control systems, matrix routers, switching devices, amps, and document cameras, and switches generally found in classrooms, conference rooms, study rooms, event spaces, and other spaces. Audio-Visual Equipment does not include security cameras and associated video management systems.

Audio-Visual System: The equipment, cabling, and programming that works together to create the audio-visual experience allowing for the sharing of content and communication.

Lifecycle Replacement: The process to maintain functionality and user productivity through the plan to acquire, track, support, and decommission hardware such as audio-visual equipment, laptops, desktop computers, printers, and other technology equipment.

Audio-Visual Refresh Strategy: The standards and processes used to determine replacement schedules and priorities for audio-visual equipment.

Audio-Visual Standards: The physical, programming, and security requirements for audio-visual equipment to be used in campus spaces such as classrooms, conference rooms, study rooms, event spaces, and other spaces. The audio-visual standards also apply to other applications of audio-visual equipment such as digital signage and wayfinding.

Funding Source: The budget allocation string used to issue a purchase order.

IV. Roles and Responsibilities 

1. Information Technology in collaboration with campus stakeholders defines the standards for Audio-Visual Equipment and Systems and publishes the GGC IT Audio-Visual Standards handbook each fiscal year.
2. Information Technology documents the Audio-Visual Refresh Strategy in the GGC IT Audio-Visual Standards handbook.
3. Information Technology in collaboration with stakeholders determines funding needs, priorities, and timelines for new audio-visual implementations and audio-visual refresh projects using the GGC IT Audio-Visual Standards handbook.
   1. Requests for new audio-visual implementations in spaces and/or modifications to the audio-visual experience must be approved per APM 9.52 Space Management Policy. Requests must cite the GGC IT Audio-Visual Standards handbook.
   2. Approved new audio-visual implementations and/or modifications to the audio-visual experience must be requested as an IT Project and are subject to APM 11.2 Technology Project Authorization.
4. Audio-Visual Equipment purchases must be approved by Information Technology prior to submission of a purchase requisition as specified in APM 11.7 Information Technology Acquisition and Integration Policy. This includes all TVs, digital signage displays, wall-mounted displays, speakers, microphones, and projection equipment, as well as portable Audio-Visual Equipment.
   1. Prior to approval, Information Technology may request that an internal agreement be established between Information Technology and the campus stakeholder outlining audio-visual support strategies as well as life cycle replacement and funding requirements for some Audio-Visual Equipment and/or Systems.
5. Information Technology communicates the audio-visual experience available in a space using the college scheduling software.
6. No additions and/or modifications to Audio-Visual Equipment and/or Systems are permitted without approval of Information Technology. 
7. Information Technology is responsible for the inventory management of all College-owned Audio-Visual Equipment and/or Systems including distribution, redistribution, installation, maintenance, and disposal regardless of Funding Source.
8. Information Technology provides training on Audio-Visual Equipment/Systems by request.
9. Incidents or problems related to Audio-Visual Equipment/Systems must be reported to the GGC Help Desk.

V. Related Regulations, Statutes, Policies, and Procedures 

USG Information Technology Handbook
Audiovisual Information Technology (“AV/IT”) Infrastructure Guidelines for Higher Education 
GGC IT Audio-Visual Standards Handbook