A smooth classroom experience relies on coordination between faculty, departments, and OTIS IT/TLC. Planning, communication, and preparation help ensure classrooms, technology, and resources meet course needs. This guide outlines the roles of faculty, departments, and IT in preparing and maintaining classrooms, supporting effective teaching, reducing technical issues, and fostering a consistent, collaborative learning environment for all instructors and students.

 

 

Academic Department Responsibilities

To ensure a smooth start and continued success throughout the semester, all faculty, especially those new to OTIS, must complete the following steps before the first day of classes and revisit them as needed during the term. This preparation helps ensure instructors are familiar with classroom technology and teaching resources, reducing the likelihood of unexpected issues at any point during the term.

 

• Provide Access to the Instructor Guide
  Direct faculty to the official Instructor Guide located in the Otis College Knowledge Base. This guide provides instructors with an overview of the technology, equipment, and setup available in their assigned classrooms. It includes details on classroom features, instructions for using common devices, guidance on transferring files between computers, IT support contact information, and best practices for using classroom technology effectively.

• Organize Classroom Tours
  Coordinate in-person tours of the specific classrooms, studios, computer labs, or smart classrooms where the faculty member will be teaching. These tours should cover:

  • Available technology and AV systems

  • Emergency and safety procedures

  • Location of teaching resources and supplies

• Schedule AV/IT System Checks
  For faculty assigned to computer labs or Smart Classrooms, assist them in booking an appointment with OTIS IT to test all AV equipment and confirm they are comfortable using the technology before their first class session.

• Review Support Procedures
  Show faculty how to request classroom or technology support through HappyFox. This includes submitting a support ticket and understanding the types of issues that IT handles.

• Confirm Access and Permissions
  Ensure that faculty members have all the necessary building access, network permissions, and software access required for teaching.

 

Technology Orientation and Equipment Testing

OTIS IT supports faculty by providing technology orientation and testing classroom equipment as needed. This support helps prevent common issues such as incompatible laptop adapters, incorrect room assignments (for example, expecting a Mac lab but teaching in a PC lab), or unfamiliarity with classroom AV systems

Scheduling Technology Orientation

Faculty are encouraged to schedule technology orientation and equipment testing in advance by contacting one of the following:

• Teaching/Learning Center (TLC): [email protected]

• OTIS IT Helpdesk: [email protected]

 

 

Hardware and Software Requests for Academic Courses

As approved in a recent Chairs Council meeting, hardware and software requests to IT in support of academic courses must now be submitted only by Department Chairs and Academic Department Directors. Individual faculty members should no longer submit requests directly to IT.

Department Responsibilities

Department Chairs and Academic Department Directors are responsible for:

• Communicating with 2026–2027 faculty to identify any hardware or software needs

• Ensuring requests are for needs not currently supported by existing lab offerings

• Reviewing all requests for viability, appropriateness, and instructional relevance

• Submitting approved requests to IT using the Formstack form linked below

Submission Form

All approved requests must be submitted using the following Formstack workflow:
https://otiscollege.formstack.com/workflows/lab_software

Important Deadline

Requests that require IT to purchase hardware or software for computer labs must be submitted by March 15 to be included in the queue for budgetary consideration.

 

 

Reporting IT Issues Through the HelpDesk

To ensure timely support, accurate tracking, and equitable service for all staff and faculty, all IT-related issues must be reported through the official Helpdesk ticketing system.

Submitting requests through the Helpdesk allows the IT team to properly prioritize, assign, track, and resolve issues. This approach is a standard best practice across colleges and universities to maintain service accountability, track response times, and ensure clear communication.

 

• Guide to the Otis College Helpdesk Portal
• Proper Way to Report IT Issues

 

Quick Access to Resources

• Classroom Features
  Overview of technology and equipment available in each teaching space.

• Helpdesk Portal
  Submit and track IT support requests for timely assistance.

• Instructor Guide for Using Otis College Classrooms and Labs
  Step-by-step instructions for classroom technology and lab resources.

• Printing & Copying Resources for Students & Faculty
  Guidelines for campus printing and copying services.

• Open-Access and After-Hours Access Policy
  Rules for accessing labs and classrooms outside normal hours.

• Adobe CC, Otis email & Google Drive Access Policy
  Policies for key software and cloud services used at Otis.

• What's New at Otis IT
  Updates on IT systems, tools, and available resources.

• Computer Lab Hardware and Software Update Schedule
  Timeline for lab equipment and software updates.

• Facilities & IT Request Form
  Submit requests for classroom, lab, or facilities support.

• Student Technician Support: Responsibilities and Scope
  Overview of student tech support roles and available services.

• Search more knowledgebase articles at the Otis HelpDesk Portal