Equipment checkout

Media Services is the designated office within �鶹��Ƶ Technology Services for checking out all equipment resources that are available for temporary, short term use by the campus community in support of the mission of the college. Access to instructional presentation technologies as well as traditional AV (video, audio, and lighting) equipment for students and employees are available.

Overview

Media Services is responsible for managing access to equipment that is available for use by the campus community. To help manage this process, Media Services has created an online system called the Media Services VirtualOffice.

• A reservation must be created before equipment can be checked out. Please make a reservation in VirtualOffice beforehand using any computer on campus.
  • Reservations help ensure the requested equipment is available when you need it.
  • Reservations may be made a month in advance for some equipment. It is to your advantage to plan ahead if possible.
  • You may check to see when your equipment is ready for pickup. View the "My Reservations" page in VirtualOffice. Any items listed with a green check icon are available for pickup.
• Equipment is available to �鶹��Ƶ students, faculty, and employees. Faculty and employees may have access to equipment that students cannot access. Students in digital arts courses may have access to equipment that faculty and employees cannot access.
  • For a list of equipment you can access, log in to VirtualOffice and start the reservation process. All available equipment will be listed.
  • If you do not have access to equipment that you feel you should be able to check out, please contact the Media Services coordinator, Matt Dobosenski. If this equipment is for a course, have your professor contact Matt. Student employees will not be able to grant access to equipment.
• A 3 Crowns Card is required for all equipment check-outs, no exceptions.

Visit Media Services during the specified checkout hours (see description below) and a Media Services employee will assist you with equipment checkout. Assuming the equipment you want is available, then the Media Services employee will go through the equipment making sure everything is accounted for. The whole process takes several minutes, depending on the amount of equipment you need to check out and how many others are checking out equipment at the same time. When you return the equipment, the employee will go over the equipment again, and ask for feedback on issues related to functionality.

Check out/in times

Course equipment is available for exchange:

• Check-in: Monday–Friday, 9AM to 11AM
• Check-out: Monday–Friday, 1PM to 4PM

As the technological demands of the campus community increase, we try to increase our equipment inventory as well. Recently, we have been expanding the quantity and types of equipment which we allow students and faculty to check out. In order to keep the system fair for everyone and provide access to equipment when it is needed most, our check-out and -in periods will be subject to revision.

If you should find that your needs are not met by this available pool, please contact us via email mediaservices@gustavus.edu or submit feedback within the VirtualOffice system to make recommendations regarding equipment needs. We will take these recommendations into consideration as we continue to expand the equipment pool to meet the needs of the campus community

Student borrowing agreement

By checking out equipment, you are bound to the following agreement.

• Identification: I understand that I need to present a valid �鶹��Ƶ ID for all transactions, both check-out and check-in. Employees will not lend equipment without proper identification.

• Reservations: I understand that equipment is available for check-out from Room 032 in Olin Hall on a first come, first served basis. I also understand that I am responsible for making reservations for equipment which I wish to check out. Reservations must be made before a check-out transaction takes place. Reservations are made on-line using this system which can be accessed from anywhere, including a kiosk in the Media Services office.

• Fair Access Policy: I understand that, since Media Services has a limited amount of equipment available, "Fair Access Policies" must be used. These are set in place to help make sure all students can fulfill the academic requirements of their respective courses. Different people will have different restrictions for different types of equipment. My restrictions will depend on my status at the college, the courses I am enrolled in, and the type of equipment I wish to reserve. The system has been designed to properly follow all applicable policies.

• • Accessable equipment: I understand my status at the college will affect my ability to reserve equipment. Students enrolled in select courses (such as Video Art) will have access to equipment that other students or faculty may not be able to access. However, since students in select courses are being granted additional check-out rights, these students may also be restricted from checking out other equipment which is designated for general access. In addition, faculty and employees of the college can access equipment that students cannot. The system will accurately reflect the equipment available to me. If I believe there is an error, I will contact a Media Services supervisor.

• • Weekly reservation limits: I understand this system may limit the number of times I can reserve and check out equipment in a given week. There are two types of limits which are individually set: one for reservations made in advance, and another for reservations made "on-the-spot." (A reservation is considered "on-the-spot" when it is created the same day as the start/check-out date.) Some items available for check-out will not follow this rule whereas some items, especially those used for courses, will be controlled to make sure individuals cannot use more than their "fair share." It is not possible to list these limits here since they vary by item and individual.

• • Reservation length limits: I understand that the maximum length of my reservation is determined by the system, and all available due dates will be shown to me when my reservation is created. The length of my reservation is determined by a number of factors, including whether or not the reservation includes a weekend or scheduled college break. By default, the maximum reservation length is selected. I will adjust the due date to meet my needs, and I will shorten the reservation length if I do not need the equipment for the full amount of time offered to me.

• Check-out Rights Termination: I understand I will not be able to reserve or check out any equipment if I have outstanding charges or fines. A Media Services supervisor may suspend my ability to check out equipment if my usage history is interferes with other's ability to access equipment. Media Services reserves the right to terminate my ability to reserve or check out equipment at any time.

• Check-out Times: I understand that I must check out equipment from the Media Services office in Olin Hall Room 032 between 1 PM and 4 PM, Monday through Friday, when the college is officially open. I may not check out equipment at any other time. I am responsible for the equipment when it is checked out using my name, regardless of who uses it. The Media Services employee performing the check-out will record all apparent damage and missing items. I will notify Media Services immediately if I find additional damage to the equipment.

• Check-in Times: I understand that I must check in equipment to the Media Services office in Olin Hall Room 032 between 9 AM and 11 AM, Monday through Friday, when the college is officially open. Under no circumstances will I leave the equipment unattended at the Media Services office. Please note that Media Services will *always* accept equipment for check-in, but charges may apply if checked in at an improper time or if the equipment is overdue. I understand that any equipment not checked in by 11 AM on the due date will be treated as overdue, and I may be fined. The Media Services employee performing the check-in will record all apparent damage and missing items, and I will notify Media Services of any functionality issues discovered while using this equipment.

• Late fees: I understand I will be assessed a $15 late fee when my equipment is not returned by 11 AM on the day it is due. Additional late fees will be assessed for each business day that the equipment is not returned.

• Damages and Missing Items: I understand I am responsible for all damages (beyond normal wear-and-tear) and missing equipment when it is checked out using my name, even if I was not the person using it. I understand the replacement charge for an item will be an amount equal to the total replacement cost of the item. I understand the charge for the repair of a damaged item may be an amount up to the replacement cost of the item. An additional non-refundable processing fee of up to $200 may also be charged.

• Assessment of Fines: I will be contacted via e-mail by Media Services regarding any damages, missing equipment, late fees, or any other fines. Additional Information regarding my situation and any required action on my part will be included in that email. I may pay outstanding charges at the Media Services office. I may request that these charges be forwarded to my student account. All charges that are accrued as a result of violations of these policies will be sent to the College's Finance Office if not acted on as requested, and will prevent me registering for classes or obtaining a diploma/transcript until paid in full.

• Policy Changes: I understand these policies may change during the semester. I will be notified at least a week in advance if these policies change.