Duties and Responsibilities

One of your responsibilities for your RMF's media center will be to publicize that audiovisuals are available for use by authorized persons. An up-to-date RMF's media center should have a variety of audiovisual materials and equipment in addition to the printed media.

CARD CATALOG.-Some of your duties may involve the maintenance and use of the card catalog. The card catalog, as shown in the following sample, will tell you if a specific item is available. It will also provide a number to tell you where to find it. Having a card catalog for your RMF's audiovisual equipment and materials will help you maintain an inventory of the media center. In most media centers, green cards are used for audiovisuals to distinguish them from the white title cards typically used for printed media. Notice the following sample:

Notice the number E-7-B in our sample. The notation E-7-B stands for a piece of equipment (E) that is maintained in area 7 and located in cabinet B. This number should also be placed on the equipment item itself. In your card catalog, all audiovisual devices and types of media should be labeled in this manner. The letter designations used for the various media are as follows:

FS - Filmstrip RFS - Record R - Recording

Figure 2-14.-Distances from a projection screen. 2-23

Figure 2-15.-Lens length, projector distance from the screen, and screen size. 2-24

CT - Cassette tape

CTFS - Cassette tape for a filmstrip

OH - Overhead transparency

SL - Slide

VC - Videocassette tape

E - Equipment

SETUPS AND DISPLAYS.- There are several things that you as a RMF media center staff person can learn to help others use media materials and equipment more efficiently. You can learn how to help make setups or to make your own audiovisual. You can learn to set up practical displays. You can learn how to conduct preview sessions. You can acquire items that are not in your media

center's collection just by knowing where and how you can obtain them by loan, purchase, or rental.

Requirements.- As an RMF media staff person, you should follow certain basic managerial procedures for

setting up and managing audiovisual equipment and systems. Some of your responsibilities will include setting up and pretesting systems, determining lighting requirements, controlling lighting, processing media center assets, controlling circulation of resources, coordinating the media inventory, and maintaining the equipment.

Checklist.- Another procedure you should use is to provide a checklist for persons wishing to use audiovisual equipment. Your checklist should be divided into two parts: Part 1 should pertain to the specific type of media; part 2 should pertain to the audience and facility.

Previews.- Remember, the use of audiovisual media must be preceded by preview and practice. Attention always must be given to the facilities and seating of the audience.

Viewing Area.- Figure 2-16 shows the best viewing area if the image exactly fills the width of the

Figure 2-16.-Most favorable viewing area.

screen. Determine the screen size you should use by judging the distance from the screen to the most remote viewer. The placement of the screen will vary with the need to position other required items, such as a chalkboard or an easel. After you have determined a tentative position for the screen, project an image on the screen and check the view from different parts of the room to make sure everyone will be able to see clearly.

Sound Level.- In an audiovisual presentation, the sound level is just as critical as the visibility. A sound level that seems loud enough during a practice session may be entirely too low with a room full of people. To accommodate the acoustic effects resulting from the number of people in the viewing area, adjust the sound level at the beginning of the presentation.

Special Techniques.- Some special techniques you can use that may go unnoticed by the audience but will add to the effectiveness of the presentation are (1) providing a sharp focus of the projected image; (2) filling the screen with the image; (3) preventing abrupt light changes; (4) avoiding unpleasant sounds; and (5) fading the picture.

Safety Concerns.- Finally, as one of your most important concerns, pay attention to safety matters. Make certain you use and check for the following safety guidelines:

• Tape cords down with masking tape or cover them with a piece of carpet to prevent people from tripping.

• When people walk or sit near the electrical outlet, ask them not to jar the plug.

• Tie the extension cord to the table leg so that the equipment will not be pulled to the floor if the cord is kicked.

• Use three-wire adapters. Do not break the third wire prong from a cord.

• Do not use frayed or cracked cords.

• Make sure the cord is large enough to operate the equipment without heating up.

• When several pieces of equipment are involved, use a pigtail. The pigtail is better than stringing several extension cords together.

• Have a spare lamp available and practice changing it. Never handle a new lamp with your bare hands. The oil from your hands will cause the glass to heat unevenly and shorten the life of the lamp..

• Do not use unsturdy, makeshift tables to hold equipment.

In addition to the actual setup, your responsibilities for setting up will include looking at the total environment-heat, lights, and ventilation. Remember, your duties in support of an event will continue until the event is over and the people have left. If something should happen in the middle of a presentation or service, you must be alert to detect and correct the problem. This cannot be done if you are sitting in an office while problems are surfacing in the sanctuary or fellowship hall.