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 sms use policies

SMS Conditions of Use and Procedures

Kent State University University Libraries
Student Multimedia Studio Acceptable Use Policy

  1. Use of the Student Multimedia Studio (SMS) is limited to currently enrolled Kent State University students.  During peak use periods, the SMS reserves the right to give priority to students working on multimedia presentations to fulfill course assignments.
  2. The SMS Workstations are not to be used for email, instant messaging, gaming, web browsing, or for the downloading of music or video files unless associated with the creation of a presentation.
  3. Students are advised to have a Multimedia Consultant demonstrate the proper use of hardware and/or software prior to beginning a project to assure that all settings are correct for that particular project. During periods of high demand, SMS Multimedia Consultants may only be able to provide basic instruction in the use of SMS equipment and software.  During these periods, students requiring more extensive instruction should schedule an appointment with the SMS manager for more comprehensive assistance.
  4. The SMS Presentation Authoring Workstations are available on a first-come, first-serve basis.  However, the Non-Linear Video Editing Workstations and removable Video Hard Drives may be reserved in advance according to posted SMS Procedures. 
  5. Under no circumstances are students permitted to modify system hardware configurations or install software. 
  6. Users must abide by current copyright law. For more information about current copyright law visit: or visit the US Copyright Office website at:
  7. Students are expected to work so they do not interfere with or disturb other students using the SMS.  Students working with audio should bring personal headsets or keep audio levels turned as low as possible.  Cell phone use is not permitted.
  8. The SMS endorses the Library Bill of Rights and the Freedom to Read statement of the American Library Association.  While the SMS does not censor access to material or protect users from offensive and/or inaccurate or incorrect information, it fully supports the University's commitment to civility as key to the meaningful exchange of ideas.  Therefore, no public SMS workstations are to be used with the intent to intimidate, harass, or display hostility toward others (e.g. hate literature, pornography).  Users are also asked to be sensitive to material that others in a public place might find offensive.
  9. The Student Multimedia Studio and its employees are not liable for any loss, damage or expense sustained by any user, due to the use of the SMS services, equipment, software, advise or information.

Approved by University Libraries Council
March 1, 2006

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General Multimedia / Scanning Workstations: 

  • Access is first-come, first serve at this time but is limited to currently enrolled Kent State University students for the purposes described in the Acceptable Use Policies listed above. 
  • These workstations have scanners and can be used to create Powerpoint presentations, Web Pages, graphics, animation and limited digital video.  

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Video Editing Room & SMS Drive Use Policies:

1.  Bring your own External Hard Drive (recommended) or borrow an SMS Video Hard Drive for your project

  • If you borrow an SMS Video Hard Drive, the drive will be erased and returned to inventory after the date you are scheduled to return the drive.
  • All SMS Video Hard Drives are erased at the end of every semester... no exceptions.

 2.  Reserve an Editing Room

While it's not required, it is recommended that you reserve time in one of the editing rooms.

There is a 4 hour per day limit for reserving editing rooms in the SMS.  In addition, if you schedule two or more different times during the same day (up to 4 hours total) you must leave at least 4 hours between the times you have reserved to allow others a 4 hour block of time for editing. 

Teams are limited to the same 4 hour per day policy as individuals. 
In effect, individuals from a single team can not reserve time in the editing rooms under different names to give their team more than the 4 hour per day limit.  If the SMS staff observes a "team" using a room for more than 4 hours per day, they may be asked to leave to allow others access to the editing rooms.

3.  Show up for your reserved time!

Because of the high demand for editing, if you don't show up, come late, cancel reservations or don't use all of the time you have reserved, you may not be permitted to continue reserving time in the editing rooms. Read the following "Policies" for more information.

If you are more than 15 minutes late for reserved editing time, you will lose your reserved editing time and will be considered a "no show". Your reserved time will be given to any student waiting to use an editing system.

Reserved editing times must be cancelled at least 24 hours in advance.  However, canceling reserved editing times more than 3 times in one semester will be considered a "no show".

While we understand that many students won't know how long it may take to edit a video project, if a student consistently over-reserves time (ie: reserves 4 hours but only uses 1 hour) the time they reserved that is not being used may be considered a "no show".

Any "No Show" may result in the immediate removal of all existing reserved editing times from the posted schedules and you may not be permitted to reserve editing time for the rest of the semester.
Anyone not permitted to "reserve" editing time in advance due to the "no show" policy may still continue to use the editing systems but only on a "walk-in" basis.

4.  When your reserved time is up, leave if someone is waiting to use the room.

Students must immediately relinquish the use of an Editing Room when their reserved time has expired to any student who has reserved time in the room or who has "walked-in" and is waiting for the room.

It is your responsibility to allow sufficient time for completing a project, especially burning DVDs. 


For example:  A 1 hour length video can take 2 and possibly up to 3 hours or more to "burn" to a DVD. 

Don't start burning a DVD if there won't be enough time to complete the burn before your reserved time has ended or if the SMS is closing.  If your time is up, even if you are in the middle of a DVD burning session, you may be asked to leave immediately and stop the DVD burning session.  If the SMS is closing, the consultant may be able to let the burning process continue over-night so you can pick up your burned DVD in the morning.

If no one has the room reserved or is waiting as a "walk-in", you may continue to use the room until someone needs it.

5.  During the last 3 weeks of the semester, use of the editing rooms and systems are limited to projects for course work... no personal video projects are permitted.

It is each student's responsibility to understand and follow Editing Reservation Policies and Procedures.
If you don't understand any of the SMS' policies or procedures, please contact the SMS Manager for clarification. The SMS' Acceptable Use and Editing Policies and Procedures can also be found posted on the "Information Bulletin Board" on the east wall of the lab.

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Camcorder Equipment Check-out and Return Procedures and Policies:  

  • SMS Camcorders are now being checked-out at the AVS Service Counter on the 3rd floor of the Library. These camcorders are intended for student use for projects assigned by faculty. Contact AVS at 330-672-3456 for information about specific camcorder loan policies and procedures or to reserve a camcorder.
  • Faculty and staff who need camcorders should contact the Teleproductions Department at 330-672-2810 or the Faculty Professional Development Center at 330-672-2992.

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