Digital Exploration Center Policies & Procedures

Policies

Eligibility and Authorized Use

DEC resources are available exclusively to currently enrolled UCF students, faculty, and staff for academic, instructional, or sanctioned creative purposes. Users may not allow guests over the maximum occupancy limit of each respective space. Misuse or unauthorized access may result in loss of privileges.

Orientation Requirements

First-time users of specific areas or equipment (e.g., VR/XR stations, Podcast Studio, Immersion Studio, Production Studio) must complete a mandatory orientation or training modules before use. Access will not be granted until completion is verified. Use of all spaces requires all users to check in at the main DEC desk.

The Immersion Studio requires a consultation with the DEC librarian prior to use as well as a minimum of one week’s notice for use.

Appointment Forfeiture and Penalties

Users who fail to arrive within 15 minutes of their scheduled time without notice may forfeit their appointment. However, users who notify DEC staff prior to their delayed arrival may still access their reserved space but will forfeit any time lost and must still vacate the space at the original scheduled end time. Repeated no-shows or late cancellations (within 24 hours of the appointment) may lead to suspension of reservation privileges.

Time Limits

Use of DEC resources is limited to the duration of approved reservations. All set-up, content production, data transfer, troubleshooting, and other tasks must be completed within this time frame. Users must vacate the space and return any loaned equipment on time. Users still occupying the space at the end of their session will be asked to vacate, after which all work must cease, and users will be ejected. Repeated overages may result in penalties or restricted access.

Equipment Use and Handling

Users are responsible for the safe and respectful handling of all equipment. Equipment must not be modified, moved beyond designated areas, or operated in a way that risks damage or personal injury. Any malfunctions must be reported immediately. Damaged or lost items may result in fines or disciplinary action.

Content Created

Users retain full ownership of content created in the DEC. However, all work must comply with university policy, copyright law, and ethical academic standards. The DEC is not responsible for the preservation of user-created data and does not offer long-term storage. Content created using DEC resources does not constitute an official endorsement or affiliation with the University of Central Florida or any of its subsidiaries.

Data and Privacy

Users are responsible for securing their own data. Files left on DEC computers and storage devices may be deleted without notice. Users should not access or interfere with others’ work. Any attempt to breach privacy or misuse another person’s data will result in disciplinary action.

Conduct and Behavior

All users must adhere to the UCF Golden Rule and maintain a respectful, inclusive, and academic-focused environment. Disruptive behavior, harassment, or misuse of resources will not be tolerated. Food is not permitted in the DEC. Drinks are permitted in a container with a sealable top. Additional restrictions on drinks apply to the Podcast Studio, Immersion Studio, and Production Studio.

Accessibility and Accommodations

Users requiring accommodations may contact DEC staff in advance. The DEC is committed to providing accessible and equitable use of its spaces and technologies.

Resource Prioritization

Academic projects take precedence. In cases of limited availability, DEC staff may reassign reservations to prioritize instructional, research, or project-based usage.

Commercial Use and Licensing

DEC equipment and software may not be used for commercial purposes unless approved in writing. Educational software licenses may prohibit use beyond academic or research-related work.

Surveillance and Security

The DEC may utilize security cameras in common and high-risk areas to ensure safety and enforce policy. Use of these systems complies with UCF’s privacy and security standards. Unauthorized tampering with surveillance systems is prohibited.

Liability and Fines

Users are financially responsible for any damage, loss, or misuse of DEC equipment and/or facilities. While users may bring in guests not affiliated with the university, the user who books the space assumes all liability for breaches of the code of conduct committed by their guests. UCF Libraries and DEC are not liable for injuries, lost data, or personal belongings. Fines may be assessed for damage, late returns, or violations of these Terms.

Consent to Media Use

UCF Libraries and the DEC may photograph or record its facilities for promotional or archival purposes. Users may appear incidentally in such media. If you do not wish to appear, inform staff in advance.

Terms and Amendments

These Policies and Procedures are subject to change. Users are responsible for reviewing the most up-to-date version, which will be posted on the DEC website and service desk. Continued use of the DEC constitutes agreement with all future updates.