Equipment Checkout Policy Suggestions

UT JEM Equipment Committee

Equipment Checkout Policy Suggestions

Summary: The equipment committee is proposing a new equipment checkout policy that will apply to all JEM equipment managed by the Video Production Specialist (VPS). The policy will hold the students’ accountable for late and damaged equipment and is modeled after the policies used by the UT School of Art.

Goals of New Policy: The new policy was designed with the following goals in mind.

• Create a fair and equitable system for the use of our limited equipment
• To reduce the amount JEM pays for equipment repair and replacement
• To encourage students to bring back equipment in a timely manner

Checkout Policy:The policies below closely mimic the School of Art’s media pool policies (which also covers equipment purchased with course fees). We have also consulted the Studio’s equipment rental policies. We have broken the policy up into three sections: who can borrow, for how long can they borrow, and what happens to lost/damaged/stolen equipment.

Who can borrow: Anyone in a class paying a lab fee can borrow equipment from the JEM equipment pool. At the beginning of each semester the VPS will be provided with a list of students in all class paying JEM lab fees. Each student will be placed into one of two groups – lower division or upper division – based on the classes in which he or she is currently enrolled. Lower-division students (e.g., students enrolled in 336 or 390) will only be allowed to checkout entry-level equipment (see the JEM Equipment Purchasing Plan for more information). Upper-division (e.g., students enrolled in 446 or 460) will be allowed to check out any entry-level or broadcast-quality equipment, based on availability and with priority for the entry-level equipment going to lower-division students.

The JEM equipment pool will also be open to students working on special projects of importance to their academic and professional development. A student not in a lab fee course, who wants access to the equipment pool, must submit a letter of support from a JEM faculty member. The letter must explain the project and describe the equipment required. Based on the letter, the VPS will determine what user pool the individual gets placed in.

For how long can they borrow: The standard checkout period will run from whenever the student picks up the equipment until 1:00 p.m. the next day. For example, if a student checks out a camera at noon on Wednesday, it will be due at 1:00 p.m. on Thursday or if a student checks out a camera at 5:00 on Monday it is due at 1:00 p.m. on Tuesday. The equipment room is closed on the weekend, so if a student checks out a piece of equipment on Friday, it will be due on Monday at 1:00 p.m. Equipment will be considered late if it is not returned by 1:00 p.m. on the day it is due.

The student will be charged a $20.00 per day fee if the equipment is late. They will also not be allowed to renew any late equipment. If a student turns in equipment late twice during a semester, he or she will be suspended from borrowing equipment for two weeks. If a piece of equipment is not returned for seven days, the VPS will begin processing the lost equipment fee for all delinquent equipment.

Lost/stolen/damaged equipment – The student who checks out a piece of equipment is financially responsible for that equipment. If a student does not return a piece of equipment, he or she will be charged the replacement cost for that piece of equipment. If a student returns a damaged piece of equipment, he or she will be charged to repair or replace – whichever is cheaper – that piece of equipment. The VPS will compile a list at the beginning of each semester of replacement costs for each piece of equipment.

Procedures: Anytime a student wishes to checkout a piece of equipment he or she will be asked to read and sign the Student Checkout Policy (see Appendix A). The borrower will be asked to visually inspect all pieces of equipment prior to checkout. The VPS (or student worker checking out the equipment) will also remind the student that JEM does not provide recording media (i.e., SD cards).

All equipment management will be handled by the VPS. He or she will be in charge of maintaining the list of qualified borrowers, checking equipment in and out, maintaining the equipment, managing equipment checkout suspensions, and petitioning to have fees charged to students. If equipment is returned late or damaged, the VPS will submit a petition to the JEM equipment committee. The equipment committee will review all petitions and ultimately decide to enforce the fee. The equipment committee through the JEM administrative assistant will submit the charges to the Office of the Bursar (see Appendix A for an example of the email that will be sent to the Office of the Bursar).

Appendix A

Student Checkout Form

I (The Borrower) have completely read and understand the School of Journalism and Electronic Media (JEM) equipment checkout policies. I understand that JEM will email me via my UT provided email address, and I understand it is my responsibility to check my UT email account regularly. I understand that I am required to show my UT identification card for every checkout and return. I understand that returning late or damaged equipment will result in suspension of my checkout privilege and could result in fines applied to my UT Bursar account. By signing below I am acknowledging my agreement and abidance with all JEM equipment checkout policies.

Print NameUT ID#SignatureDate

UT Email Address: ______

Phone Number: ______

Please initial next to each point below:

_____ I understand that the JEM equipment room is an academic support center for the School of Journalism and Electronic Media. Many JEM students share the equipment provided by the school. Access and use of the equipment is a revocable privilege, therefore, everyone must take care of the equipment and return it in a timely manner.

_____ I understand that JEM equipment must be returned by 1:00 p.m. on the day after it was checked out. I understand that equipment checked out on Friday must be returned by 1:00 p.m. on Monday.

_____ I understand that if I want to renew the equipment I have checked out, I must come to the equipment checkout room before 1:00 p.m. on the day it is due and request a renewal. Renewal will be granted based on demand and at the discretion of the JEM Video Production Specialist.

_____ I understand that the level of equipment I am able to checkout is based, in part, on the courses in which I am currently enrolled and at the discretion of the JEM Video Production Specialist.

_____ I understand that a late fee of $20.00 per day per kit or $5.00 per day for an individual piece of equipment will be charged to my UT Bursar account if checked out equipment is return after 1:00 p.m. on the day it is due. I also understand that if I return equipment late twice I will have my borrowing privileges suspended for two weeks. I understand if a piece of equipment is more than seven days late, I can be charged the full replacement cost of that equipment.

_____ I understand that if I don’t return a piece of equipment or if I return a damaged piece of equipment, I will be charged the full replacement or repair fee for the piece of equipment. I also understand that my checkout privileges will be revoke until the piece of equipment is returned, replaced or repaired.

_____ I understand that all fees levied by JEM will be applied to my UT Bursar account and will be paid through the Office of the Bursar (like a parking ticket).