Regulations
 
 
 
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 Videoconference Room Rental
 
 Objective
 
  • Have a control of the usage of the Videoconference Room in Duch manner that no two events or activities Hill coincide at the same time.  Also in order to follow up on its conditions.
  • To inform:
    • Of events and activities which have priority in the use of the Videoconference Room.
    • Regulations required in order making good use of the Room.
 
 Reach
 
  • Videoconferences
  • Final Projects Presentations
  • Conferences, Seminars, amongt others, organized by undergraduate and graduate students
  • Latina University’s Diplomacies 
  • Events which takes place through the Room’s rental.
 
 Procedures
 

Videoconference Room Rental
Administrative:

  • Verification of the room’s availability:
  • Sending of an E-Mail to: atencion@ulatina.ac.pa; with copy to: sbotacio@ulatina.ac.pa, yhernan@ulatina.ac.pa and iperez@ulatina.ac.pa or by  calling: 230-8693 or 230-8600 ext. 980
  • Once response is received, if it is affirmative, you should proceed to fill out a form through the requirement system (fill out form for the room reservation, indicate the date and timeframe required and technical equipment you will need). For every department, there should be a person with permissions in order to use such systems and at with training from the ICT’s Department Manager. 
  • Later, they will have to refer to the Administrative Department, where they will request a Room Arrangement Form, which must be correctly filled out.
  • The previously mentioned points must be done 2 weeks prior to the date of the event.  In case there is any Videoconference, the ICT Department Manager may cancel the Room rental with at least one week’s anticipation.  
  • On the day of the event, you must show up at the Room at least one hour before to verify that everything is in order and as requested.  In case of any discrepancies, you must direct your complain to the maintenance personnel located on the same floor, in order to solve the problem. If there is a technical problem, you should contact the laboratory personnel on the third floor or the User’s Help Center located on the second floor, near to the laboratories. 
  • Once the event has ended, the person who made the request along with a laboratory personnel located on the floor will proceed to make an inspection to verify that all technical equipments used are in the same condition as they were delivered.  If the loan includes Digital Production equipment, personnel from this area must be aware of pick up and verify that they are in good condition.

Professors or Students:
Availability verification of the Room through:

  • Sending of E-mail to: atencion@ulatina.ac.pa; with copies to: yhernan@ulatina.ac.pa and iperez@ulatina.ac.pa or by calling: 230-8693 or 230-8600 ext. 980
  • Once an affirmative response is received, you must go to your Academic Assistant, if you are a faculty (if you are a student, your professor must have authorized you to verify Room availability and given you all necessary information for the Academic Assistant) you should supply all necessary information (date, time, name of and / or type of event, technical equipment to be used, etc.) in order to make a request through the requirement system. 

Note: The academic assistants have already received training in this system by the ICT Department Manager.

  • Next you will have to be Later you will have to go to the Administration Department.  There, you shall request and fill out an arrangement form for the Room.
  • Previously numbered points must be done with at least 2 weeks prior to the event date.  In the event that there is a Videoconference, the ICT Department Manager may cancel the Room Rental.
  • On the day of the event, you must show up at the Room at least one hour before, to verify that everything is in order and as requested.  In case of any discrepancies, you must direct these to the maintenance personnel located on the same floor, in order for them to be resolved. If there is a technical problem, you should direct these to the laboratory personnel on the third floor or the User’s Help Center located on the second floor, near to the laboratories. 
  • Once the event has ended, the person who made the request, along with a laboratory personnel located on the floor, will proceed to make an inspection to verify that all technical equipments used are in the same condition as they were delivered.  If the loan included Digital Production equipment, personnel from this area must be aware of pick up and verify that they are in good condition. 

Videoconference Room Rental:

  • Send note addressed to Amílcar Martínez (ICT Manager) specifying date or dates required, start and end time of event, Business Name, telephone number, fax number, information of the person requesting making the request, all relevant information needed, and type of technical equipment, if required.  The note can be sent via e-mail to: amartinez@ulatina.ac.pa or by fax number 230-8687.
  • In less than ten days we will be sending you a price quotation, via fax.  Please send your response as son as possible.
  • Upon accepting the Rental (you should make a down payment of 50% of the total amount of the rent), and should be directed to the Administration Department where you will request an arrangement form for the Room and you will fill out correctly with all that is needed.  We will not be held responsible for details omitted in this form.  

Note: The remaining 50% must be paid in full one day before the event. 

  • On the day of the event, you must show up at the Room at least one hour before, to verify that everything is in order and as requested.  In case of any discrepancies, you must direct these to the maintenance personnel located on the same floor, in order for them to be resolved. If there is a technical problem, you should direct these to the laboratory personnel on the third floor or the User’s Help Center located on the second floor, near to the laboratories. 
  • Once the event has ended, the person who made the request along with a laboratory personnel located on the floor will proceed to make an inspection to verify that all technical equipments used are in the same condition as they were delivered. 
 
 Others
 
  • Events that have priority in the use of the Videoconference Room:
    • Videoconferences
    • Final Project Presentations
  • General Regulations to make good use of the Room:
    • Turn off the projector as soon as you are done with it.
    • Do not throw or leave trash out of the wastebaskets.  
    • You should not put any kind of advertisement of the walls.
    • Room arrangement include only: chairs, tables, flag, banner, podium, and plants.  You should not assemble any type of tent, among others. 
    • The control room and everything in it is of exclusive use of technical personnel.  You cannot place any boxes, trays, cups, etc. 
 
 
 
 
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