[IMC-Tech] Some Initial Thoughts on Production Room Policy

[Mike Lehman]

Part of the reason why we need to revive the Production Room is that 
it's very unclear to many users what expectations are in it. Having an 
agreed-on set of policies makes it clear what the Production Room space 
should be used for and what is important to remember when using a 
common, shared space like this.

I'll start with my summation of my best recollection of what the 
existing consensus is on Production Room policy.

Media production facilities at the IMC will be located in a common room 
so that all qualified members [and "qualified" has always had some 
meaning beyond simply being a member, although this has been poorly 
enforced, particularly so lately] can have access to the diverse variety 
of media production facilities that the IMC has available. Equipment in 
the Production room should generally be available for any trained member 
to use. Production room time is prioritized for scheduled IMC media 
production [i.e. regular IMC media production events, like producing the 
Public i, are given priority over irregular or unscheduled IMC member 
projects, like someone's story or documentary, and non-IMC-related 
projects have lowest priority].

Mostly at random, here are a few thoughts intended to start discussion 
from there.

Access to the Production Room is _only_ for UC IMC members or others who 
have a UC IMC member physically present as an escort. Access is defined 
as including knowledge of the combination code for the door lock. No one 
who is NOT a UC IMC member should have the lock code; this includes 
guests accompanied by a UC IMC escort.

Every individual member with access to the code for the lock MUST be on 
and stay on the Production Room User email list. This is so that 
problems, policies, meetings, issues, and other info can be communicated 
easily to all users. As a user of a common space, you incur the personal 
obligation of maintaining current knowledge of the expectations for use 
of the space. It is the responsibility of each working group allocated a 
key code for its own use to ensure that those given the code are signed 
up for the Production Room user list BEFORE they are given the combination.

Generally, the room lights should be on when the Production Room is in 
use. This makes it an inviting space for others to enter and use. 
Sitting in the dark discourages the kind of use anticipated in a common, 
shared room by making it seem like it's a private space. It's much like 
the cops sitting dark in their car at the end of your street to have the 
lights off while in there working. Would you want to go and tap on their 
window?

All signage should be respected. Some machines in the Production room 
must operate constantly to maintain vital operations (including some 
required by regulation, like the RFU EAS log printer). Some equipment 
may be temporarily down. Some equipment may be temporarily dedicated to 
a specific project. Some equipment may be dedicated to a specific 
working group's use. Notices on such signage or other use restrictions 
should be communicated to the Production Room User email list.

Problems with equipment should be noted in email to the Production Room 
User list. This is so that UC IMC Tech, although it will serve in a 
consulting capacity, will not be deluged with requests or new 
obligations once the room is properly set-up. It is assumed that one or 
more UC IMC Tech members will be on the Production Room list and they 
can decide what to pass along to the UC IMC Tech list. It is up to 
Production Room users to self-organize and develop the capacity to 
maintain and repair Production Room equipment.

The Production Room is for production of media. Social activities, web 
surfing, reading email or other primarily;y non-media production work 
should take place at other public use computers or computer labs 
provided for those purposes elsewhere in the IMC.

Scheduled use of the Production Room is allocated for specific projects 
in accordance with the established usage priority consensus, such as 
Public i final layout, audio production that would create conflicts with 
the work of other users. Times for reserved use of the Production Room 
should be arranged via the email list so that this can be coordinated 
with minimal impact on other users.

While it's not a library, users of the Production Room should respect 
the fact that other users are there to make media. Long or loud 
discussion when others are present should move outside the Production 
Room to a more appropriate location.

All users must cleanup their own debris, garbage, scraps, droppings, 
crumbs, messes, paper bags, cups, leakages, etc. A policy restricting 
drinks to covered containers is highly recommended.

If you don't know others working in the Production Room, it is suggested 
that you introduce yourself. IMC members should get to know each other 
and this also helps create a diverse, friendly, and welcoming 
environment in the Production Room. It has always been the intention

The door must be closed and locked when the last person leaves the room, 
even if only for a moment to go to the restroom or other brief break. 
All users are responsible for helping to keep IMC resources secure.

Finally, the combination lock can hold up to 100 different combinations 
at a time. I suggest that each working group have its own combination, 
to be given out according to the restrictions I noted above (or whatever 
we finally decide is appropriate for this issue). Notices about code 
changes will be communicated via the email list, so is your code no 
longer works, check your email first.

OK, enough for now, but I hope these suggestions are a start on updating 
the existing consensus about Production Room use to reflect the reality 
-- and positive direction -- of increasing its use.
Mike Lehman