Parent Page: AT Standards id: -1 Active Page: AT Standardsid:4075

Standards for eLearning tools, room technology & unified communication solutions

Collaborative Spaces Technology Standards

Academic Technology, in partnership with the OU Turnpike Team and approved by the OUHSC Provost, have compiled Audio/Video technology standards for HSC departments/colleges to use as a guideline when building new or upgrading existing collaborative spaces (i.e. classrooms, conference rooms, etc.). These standards apply to all learning & collaboration spaces on both the OKC & Tulsa HSC campuses. The standards detail all approved technologies required for optimal participant engagement and experience. We are actively working with Norman peers to develop a more comprehensive list that encompasses all three campuses.  

It is important to reference and adhere to these standards when building, renovating or updating any type of collaborative space. 


Risk Assessment for A/V Conferencing Equipment

Before any Audio/Video equipment can be installed onto the HSC network, it must be vetted and approved by IT-GRC prior to purchase. This process, found here, mitigates potential security risks. Academic Technology, in collaboration with OU Information Technology Security, compiled the Audio/Video-Conferencing Security Standard document to streamline the risk assessment and purchasing process for an entire suite of A/V products and equipment typically integrated into collaborative spaces.

The process:

HSC departments &/or colleges should request new A/V technology or upgrades through Academic Media & Digital Services, (AMDS). AMDS will choose equipment from the vetted technology list. If requested equipment has not been vetted, AMDS will submit an IT Product Review/Technology Risk Assessment on behalf of the customer.  All technology products listed in the AT Standard mentioned above have passed an IT Product Review/Risk Assessment and are approved for the network.  When possible, devices listed on the Standard will be considered "pre-configured" by AT to meet the majority of requirements to address identified risks. 

However, if a department or college wishes to purchase said technology internally, they must still adhere to the process and submit an IT Product Review/Technology Risk Assessment request. Please review the AT Standard so you will understand the IS Administrator's responsibilities for security configurations on a per deployment basis. Contact your Tier 1 to find out who your who your IS Administrator is for your area.


Service Contract Requirement: Please note “an active service contract must be maintained for each Polycom device to ensure all security patches and updates are available for each device.”  If you are operating a Poly videoconferencing system without an active service contract, you are not in compliance with the policy and your device will be removed from the video infrastructure. Your department will need to renew the Poly service contract in order to remain compliant and on the HSC-IT network. 

Service Contract Renewal: To renew your Poly maintenance contract, please contact AT or AMDS for a list of approved vendors. You will need to provide the Poly model(s) and serial number(s), along with the college or departmental point of contact information.

Poly End of Life (EOL) Announcement: On August 1st 2016, Polycom posted PDB #2013 (Product Discontinuance Bulletin) for all the HDX product models (HDX 4002, 6000, 7000, 8000 and 9006), the standalone EagleEye II and EagleEye View cameras, the HDX Media Centers, the Polycom Touch Control and all the HDX accessories. Please read the EOL document located here.