Department of Media Arts Equipment Checkout Policy

Welcome to the Media Arts Equipment Checkout System

Serving students enrolled in classes in MTSU’s Department of Media Arts and the School of Journalism and Strategic Media

MTSU’s Media Arts and SOJ students can use this online reservation system to request production equipment for class assignments. The inventory in this system is not available for students not in Media Arts or SOJ classes or for other uses.

Equipment Checkout and check-in is available only during the published schedule.

Mike Forbes, Equipment Checkout Supervisor [email protected]

Marc Parrish, Director of Technical Systems [email protected]

Equipment Checkout Procedures for Students:

The Media Arts Department is privileged to offer a variety of media production equipment to our students. Students enrolled in Media Arts production classes are able to request and reserve equipment for their class assignments, which is then checked and hopefully approved by a particular faculty member for the student to pick up at the appointed time. Students are responsible to return the equipment in the same condition as when it was checked out, and to check the equipment back in when due in the proper manner described in this policy.

Since this equipment is very costly to acquire, maintain, and/or replace, most of this policy relates to efforts to care for the equipment so that it is there and in good condition for the next student who needs to use it.

Your class instructor will let you know when there is a set of equipment available for your use for class assignments.

Who can check out equipment?

In order to check out equipment the following conditions must be met.

Be a student in good standing and currently enrolled in a Media Arts class authorized to access the requested equipment.
Have acquired sufficient training to use the equipment (in class).
Read and accept the equipment checkout terms and conditions regarding access, use, damage, loss, and penalties.
Have no currently overdue equipment loans.
Equipment must be checked out in person. Equipment may not be checked out on behalf of someone else.

How to check out equipment

Submit a reservation request using the online reservation system. http://checkout.mtsu.edu
Watch for an approval of your request to appear in your MTSU email.
After you receive approval, go to the Equipment Checkout Room at the appointed time. Checkout is only available during the published times for the Equipment Checkout Room to be open. The Checkout room is located in room 162 on the loading dock of the John Bragg College of Media and Entertainment building.
Equipment checkout and return is only available during the published equipment checkout room schedule. POST CURRENT EQUIPMENT ROOM HOURS ON THE WEBSITE AND ON THE CHECKOUT ROOM DOOR.
During checkout, carefully examine all of the gear for any damage or condition issues before leaving. Report any such issues to the Checkout Clerk. You are responsible for the condition of the equipment upon check-in.
After checking your equipment, the Check Out clerk will scan the RFID Tags of each piece of equipment, indicating to the system the exact items being checked out.
Read and accept the equipment checkout terms and conditions regarding access, use, damage, loss, and penalties. Sign the contract for the equipment and leave a copy with the Checkout Clerk.
Be advised that you may wait in line to pick up your equipment, especially during peak production times at the end of a semester. Plan ahead, and come prepared to wait if necessary.

How to return equipment

Return the equipment to the Equipment Checkout Room at the scheduled time. Equipment return is only available during the published times for the Equipment Checkout Room to be open. If the Equipment Checkout Room is not open when you wish to return the equipment, you must hold the gear until the Equipment Checkout Room opens. Leaving gear without checking it in will result in a penalty.
The equipment is expected to be returned in the same condition as when it was checked out.

Your responsibilities for checked out equipment

You are financially responsible for the equipment you check out from the time you check it out until the time it is officially and properly checked back in. This applies in all situations.
Others should not use the equipment you check out unless you are officially authorized to mentor them.
The equipment is to be used only by you for your class assignments. The equipment is not approved for freelance, or commercial work. A Media Arts faculty member may occasionally provide written authorization for uses other than class assignments when the faculty member deems it appropriate.
Do not lend the equipment to others.
Treat the equipment with great care. Do not mistreat, damage, neglect the security of the equipment, or use the equipment inappropriately. Do not leave the equipment in a car or exposed to weather.
DO NOT FORCE or manipulate equipment that does not work as you think it should. If you believe the equipment is not functioning properly, report it to the Equipment Room Supervisor or a Checkout Clerk, and return it to the Checkout Room promptly. Do not attempt to repair equipment yourself.
Do not remove or damage the RFID tags attached to the equipment. RFID tags are attached to each piece of gear to aid in tracking and inventory. Damage to these tags will be considered damage to the equipment.

Equipment Checkout Terms and Conditions

LATE RETURNS: Late returns will be fined at the rate of $10 per item per day. Items more than one week late will be considered unreturnedand the value of those items will be charged to the student’s account.
UNATTENDED EQUIPMENT: Checked-out equipment left unattended will result in suspension of your checkout privileges.
BREAKAGE AND DAMAGE: The equipment should be returned in the same condition as when it was checked out. The cost of repair or replacement due to any damage beyond normal wear and tear will be charged to the student.
LOST EQUIPMENT: The student will be responsible for replacement or replacement value of lost equipment as determined by the Equipment Room Supervisor. Until the lost equipment is replaced or paid for, the student’s privileges to use the Equipment Checkout System will be suspended.
STOLEN EQUIPMENT: Any equipment that the student claims to be stolen must be reported to the police department whose jurisdiction covers the location of the theft. A copy of the police report must be submitted to the Equipment Room Supervisor. The above Lost Equipment policy may be enforced depending upon circumstances. The department may request that a student file an insurance claim if a student is covered by an insurance policy, and forward those funds to the Equipment Room Supervisor to offset the cost of replacing the missing equipment.
INAPPROPRIATE USE: The student agrees that use of the equipment shall be limited to class assignments in Media Arts production-oriented classes, or other uses specifically approved in writing by a member of the Media Arts faculty. The equipment is not to be used for freelance or commercial purposes. The equipment is to be used only by the student who checked it out.
Fines and charges for damaged or unreturned equipment will be charged to the student’s account with the university.
Abuse of equipment or any of the checkout procedures or terms and conditions may result in temporary or permanent suspension of Equipment Checkout privileges at the discretion of the Equipment Room Supervisor.

Penalty appeals:

To appeal a fine or suspension of checkout privileges you believe should not have been issued, fill out this form ( https://goo.gl/forms/P0nICXtFX1sj8XGv2 ) and submit it online. The appeal form should be submitted within one week of being issued the penalty. The Equipment Checkout Supervisor will convene a council of Media Arts faculty to review appeals.