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Overview

AV installation requests must originate through an AV consultation process using the .

Depending on the outcome of that consultation, a request may need to be formally submitted as an IT project.

Installation timing is tied to fixed submission and approval deadlines aligned with the University's academic quarter calendar, so planning ahead is essential to avoid missing an implementation window.

Procedure

• Initiate an AV consultation. Every AV installation request must originate through the AV consultation process. This is the required starting point — installation work cannot be requested directly without it.
• Determine project status. During the consultation, it will be determined whether the request qualifies as a project.
  • If it does not qualify as a project, it can proceed through standard AV support channels.
  • If it does qualify as a project, it must be submitted through the official IT Project Intake Form
• Implementation Windows
  • To be eligible for installation during the following summer implementation windows, AV installation projects must be fully submitted, scoped, reviewed, and approved by all required stakeholders no later than the end of the previous Fall quarter.
  • To be eligible for installation after the subsequent Fall quarter and prior to Winter Closure, AV installation projects must be fully submitted, scoped, reviewed, and approved by all required stakeholders no later than the end of the previous Spring quarter.

Requests that do not meet these submission and approval deadlines may be deferred to a future implementation cycle based on resource availability and project prioritization.

• Align with an implementation window. Installation work is scheduled during defined implementation windows. Meeting the relevant deadline (see table above) determines which window a project is eligible for, barring the scope can be fully implemented within the window. 
• Deferral if deadlines are missed. Requests that do not meet the applicable submission and approval deadline may be deferred to a future implementation cycle. Deferral decisions depend on resource availability and project prioritization at that time.

Key Points

• Consultation is mandatory for every AV installation request, regardless of size or complexity.
• Not every request becomes a project — only those the consultation identifies as project-level require the IT Project Intake Form.
• "Approved" means fully approved — submission alone does not satisfy a deadline; scoping, review, and stakeholder approval must all be complete.
• Deadlines for projects are tied to the quarter before the target window, not the quarter of installation itself, so planning must happen well in advance (a minimum of two quarters ahead in both cases).
• Please Note: Failure to maintain consistent communication throughout the consultation process may result in a cancellation, which will require re-submittal.