STMFD Personnel (Staff: ITS) procedure in EMS

This procedure is specifically for Stamford campus events.

As of Fall 2023, there is a new procedure for requesting IT services for an event. This procedure is meant to simplify the process, creating a centralized workflow to confirm IT staff availability. All requests should be entered at least 2 weeks in advance of an event, when possible. IT services is not confirmed for an event or walkthrough unless Stamford ITS approves the request.

For either an Onsite Tech or Walkthrough Tech service request, the client will be charged for the amount of time services were rendered.

Instructions for Requesting Stamford ITS Staff

This section will be filled out by Event Coordinator

Request Onsite tech for an event

In the EMS reservation, add the resource STMFD Personnel → Staff: ITS in the booking details.
Enter the total hours needed in the Quantity section. (There is a min of 1 hr for services, with 4 hr min when services are needed outside normal business hours of 8am-5pm Monday-Friday)
In Notes section, choose Onsite tech requested (erasing Walkthrough tech requested). Enter start and end time for service request. You may include other information as well.
Example:
Onsite tech requested
Start time: 7:30am
End time: 11:30am
Client will have laptop and wants to be able to present slides while sitting at panel on stage.
Leave Special Instructions section blank as this is the field that Stamford ITS will use for confirmation.

Request Walkthrough tech prior to event day

Please note a Walkthrough request is for meeting a client prior to event day to walk them through how to use the equipment in the room.

In the EMS reservation, add the resource STMFD Personnel → Staff: ITS in the booking details.
Enter the total hours needed in the Quantity section. (There is a min of 0.5 hr for services. Walkthrough request must be during normal business hours of 8am-5pm Monday-Friday)
In Notes section, choose Walkthrough tech requested (erasing Onsite tech requested). Enter start and end time for service request. You may include other information as well.
Example:
Walkthrough tech requested
Start time: 1:00pm
End time: 1:30pm
Client would like to test connecting laptop to system to project.
Leave Special Instructions section blank as this is the field that Stamford ITS will use for confirmation.

Instructions for Confirming Stamford ITS Staff

This section will be filled out by Stamford ITS

Approve IT services for an event

Navigate to the STMFD Personnel → Staff: ITS in the booking details.
In Special Instructions section, start with Onsite tech confirmed (tech name). You may include other information as well.
Example:
Onsite tech confirmed (student tech Joe Smith): 7:30am start time

Approve IT services for a walkthrough

Navigate to the STMFD Personnel → Staff: ITS in the booking details.
In Special Instructions section, start with Walkthrough tech confirmed (tech name). You may include other information as well.
Example:
Walkthrough tech confirmed (Sergio Pineda): 1:00pm)

Decline request of IT services for an event

Navigate to the STMFD Personnel → Staff: ITS in the booking details.
In Special Instructions section, start with Onsite tech unavailable. You may include other information as well.
Example:
Onsite tech unavailable for event. However, tech is available on campus if you experience issues with equipment in room. Contact Event Services or Welcome Desk.

Decline request of IT services for a walkthrough

Navigate to the STMFD Personnel → Staff: ITS in the booking details.
In Special Instructions section, start with Walkthrough tech unavailable. You may include other information as well.
Example:
Walkthrough tech unavailable on day/time specified. Tech available at 1:00pm instead. Please confirm if this new time works.