Chargeback Policies, Procedures and Prices
Educational Technology Resource Center | DoIT

(Revised September 2004)

• Price List (PDF, 20K)

The Educational Technology Resource Center's (ETRC) funding is restricted to direct support of on-campus classroom instruction. Non-instructionally related AV services that are provided by the ETRC are financed through a chargeback system.

The Price List itemizes the charges for standard AV and multimedia services provided by the ETRC. Payment by internal Roosevelt offices and departments should be made via IRT. Outside organizations normally pay via check and are billed by the Directors of Administrative Services at both campuses. The ETRC itself does not directly contract with outside organizations.

The ETRC does not provide off-campus services of any kind.

Definitions:

Classroom support is defined as services provided to regularly scheduled on-campus instructional activity such as recurring academic courses, non-credit courses and recurring courses held by grant-funded or “soft money” programs.

Non-classroom support is defined as all other services not classifiable as classroom support as defined above.

This includes support for on-campus University functions such as meetings, assemblies, parties, ceremonies, convocations, open houses, information sessions, press conferences, guest lectures, conferences, fundraising activities, special events, University institute activities, etc.

This also includes support for on-campus activities by outside organizations, both independently and in co-sponsorship with University colleges or offices, such as conventions, conferences, product or sales demonstrations, contractor presentations, regional meetings, plays or musical performances, arts or humanities festivals and outside organizations using University classroom facilities for their own instructional or training purposes.

Chargeback exempt non-classroom support comprises those services determined by the University as being exempt from chargebacks. This class of support is subject to revision by the Provost.

Current exempt services are:

• Internal meetings conducting University business between the hours of 9 a.m. and 5 p.m., Monday through Friday, requiring simple delivery and set-up of standard classroom equipment (for example: overhead, VCR/monitor, boombox, COW). (Please note that services requiring the presence of a technician or deliveries involving multiple pieces of equipment will be charged back.)
• Videoconferenced internal meetings conducting University business between the hours of 9 a.m. and 5 p.m. Monday through Friday.
• Audio or video recording of recitals and plays given by the College of Performing Arts each semester for instructional purposes.
• Studio or classroom video recording of mock interviews, counseling sessions, etc. held between the hours of 9 a.m. and 5 p.m. Monday through Friday. (Time restrictions waived for recordings done for a regularly scheduled class.)

Services that are not exempt include:

• Services requiring the presence of a technician or delivery of multiple pieces of equipment.
• Large group events requiring P.A. systems, recording or presentation set-ups.
• Any meeting or function held by grant funded or “soft money” programs.
• Co-sponsored meetings and events, such as co-sponsored academic conferences.
• Activities of University institutes, such as the I.M.A. and I.C.L.
• Meetings and events of outside organizations in which the University does not directly participate, such as “traffic school” and corporate training sessions.
• All non-classroom functions held outside the hours of 9 AM to 5 PM Monday through Friday.

Service Priorities:

• ETRC resources and services are provided in the following descending order of priority.
• Budgeted classroom support.
• Internal non-classroom functions (including chargeback exempt support).
• Co-sponsored functions and events.
• Outside organization functions and events.

No non-classroom event may take priority over or take resources away from classroom functions.

Procedures for Requesting Non-Classroom Services:

Service requests must be submitted online via our Non-Classroom Request Form. All such requests will be acknowledged within 24 hours. No verbal or phone requests will be accepted.

Requests should be submitted no later than 5 business days in advance. (Business days are defined as Monday through Friday, 9 AM to 5 PM, University holidays excluded.) Service requests for non-classroom events received after this deadline will be charged a $20 late fee.

All internal and co-sponsored non-classroom requests should be accompanied by an IRT (Interdepartmental Requisition and Transfer) form . It must be filled out with the name of the initiating department, a brief description of the equipment and service requested, the date and time needed, an assigned account number and the signature of the appropriate budgetary officer. No service request will be processed without an accompanying IRT. IRTs will not be processed until the designated service is completed.

Please include a copy of the layout drawing you submitted to Physical Resources when reserving the room for your event. Also send us a copy of the agenda of your meeting or event. This enables us to plan where to set up your equipment and where, during the course of the event, to focus our service. At the Schaumburg Campus, all room set-up sheets with layout drawings are to be submitted to Carol Pyron of Administrative Services only. She will then forward them to the ETRC.

Costs for services are shown on the Price List . For help in pricing and planning complicated events at the Chicago Campus, please contact Holly LaPorte at extension 6378, hlaporte@roosevelt.edu . At the Schaumburg Campus, please contact David LaPorte at extension 7292, dlaporte@roosevelt.edu.

Charges for co-sponsored services must be paid, via IRT, by the sponsoring University department or office. It is the responsibility of that department or office to determine and seek reasonable reimbursement from the co-sponsoring outside organization, if so desired.

Arrangements for payment for services provided to outside organizations must be coordinated with the Directors of Administrative Services at both campuses. The ETRC does not make contractual or financial arrangements with outside organizations.