Getting Started in Student Government with I.T. Services

Overview

Our team here are I.T. Services is committed to providing student government with services and support to prepare you for success. We offer a variety of services to student government, including support for events, digital content services, and general IT support. This document highlights some of the key services we offer to Student Government.

Table of Contents

Requesting Digital Signage
Requesting Audio/Visual Support for an Event
Requesting Access to Student Government Mailboxes
Asbury Webpage & Calendar Access
General IT Support

Requesting Digital Signage

Asbury University manages a network of digital signage displays across campus designed with the purpose of informing students, faculty, staff, and visitors of University announcements, student events, I.T. Services announcements, holiday information, and other relevant campus-related information. This network of digital signage provides an intuitive and unobtrusive way to inform students of new opportunities and events in a graphical way.

Student Organizations may submit slides for display across campus to the Service Desk, where they will be approval based on I.T. Services’ digital signage policies and guidelines before being published to the digital signage system. Our graphic design team can also help create a slide for you. Submit your information and we will work with you to create signage for your event that meets Asbury branding standards!

To upload a slide for approval, use our Digital Signage Upload Form.

To request the creation of a slide, use our Digital Signage Creation Form.

Requesting Audio/Visual Support for an Event

I.T. Services supports the campus community through our Audio/Visual Event Support Team. Our group of 20+ professional student employees and full time staff members is responsible for over 300 events per year, including Asbury University’s Chapel, Music Department Recitals, and many other community events.

This request form allows you to request a staffed event with a sound system and other resources. Staffed events will be subject to charges to cover the cost of student labor. The amounts vary, but the average cost for an event is $10/hour for each staffed position (typically a minimum of two positions). We place a high value on the production of each and every event which we support on campus. To that end, we require a specific timeline, certain information, and the adherence to certain policies/procedures as detailed below.

For events involving cabinet officers, events with estimated attendance over 50 people, and for all events requiring significant stage management, we require a meeting between the primary contact, and a representative from our staff.
Two weeks advanced notice is required for all events. Events which are late (within two weeks) are subject to staff and equipment availability. Due to staffing and equipment logistics, accepted late events are subject to a $25 fee. Events with less than 48 hours’ notice will be refused.
Requests made for support are not guaranteed to be filled, and are subject to availability of staff and equipment. In cases where we are unable to support the event, we will pass contact information for local vendor partners so that you can arrange support independently.
If your event requires equipment that we do not offer, we will obtain a quote on your behalf from local vendor partners and give you the option of renting additional equipment.
Event Support Requests can only be made by members of the Asbury University Community.
I.T. Services provides very limited services off-campus in support of select groups. If your event isn’t on Asbury University’s Campus, you may be responsible for the rental/use of vehicles by I.T. Services for travel to/from the event. This will be included in your final bill. If your event isn’t on campus, you will need to meet with a representative of our office for approval.
Services to buildings and property beyond the boundaries of the contiguous main campus (such as the Equine Center and Windsor Manor) are limited.
All changes to events must be submitted to I.T. Services 2 business days in advance. Violations of this will result in a $25 fee on your final bill.
All media for your event is due 2 business days before your scheduled event. Media submitted after this deadline will result in a $25 fee.
Estimates are available on request, but will not be furnished automatically.
Account Number must be provided at initial request. Requests without account numbers will be treated as incomplete. Incomplete requests must be completed with an account number at least 2 weeks out, or the event will be considered late, and will not be guaranteed ($25 fee applies to any late event).
Event sponsor assumes responsibility for stolen, missing or damaged equipment during their event and is liable for misuse by event participants, including mic drops. Any equipment stolen, missing or damaged during the event will be charged back to the provided account number.
If your event requires a special layout, or setup done by Campus Facilities or another group, this request must be made independently to that office, and confirmed with us. For events within the campus cafeteria, all walls and tables should be moved the night before (by 8 p.m.). If this cannot happen, we must be notified in advance. For most events we prepare the night before.
For most events, we require a two-person minimum for staff. Larger events are staffed based on requests.
Please reserve the space at least 1 hour before and 1 hour after your event to provide us with sufficient time for setup and tear down..
Information Technology Services does not reserve spaces. Reservations for campus spaces/locations should go through the Registrar’s Office

Requesting Access to Student Government Mailboxes

I.T. Services manages access to all email inboxes. If you need access to any student government inboxes, email service.desk@asbury.edu with the mailbox you would like access to. Please also copy the relevant faculty/staff member who oversees your position to approve the access. Once we receive confirmation from the appropriate staff, we will grant your access. Once you are added, you can map the mailbox to your student account using the instructions below:

How to Open a Shared (Secondary) Mailbox in the Outlook Client for Mac

How to Open a Shared (Secondary) Mailbox in the Outlook Client for PC
How to Add a Shared / Secondary Mailbox in Office 365

Asbury Webpage & Calendar Access

I.T. Services and Strategic Communications control access to the Asbury website and Asbury calendars. To request access to edit any Asbury webpages or calendars, please email service.desk@asbury.edu with the webpages or calendars you need access to. Please also copy the relevant faculty/staff member who oversees your position to approve the access. Once we receive confirmation from the appropriate staff, we will grant your access.

General IT Support

Our team also offers general IT support to all student spaces and technology. Please report any technology issues in student spaces to service.desk@asbury.edu and our team will work to resolve the issue to the best of our ability.