Equipment Check-out to Clubs and Organizations Policy
Media Equipment may circulate for 24 hours unless permission for an extension is obtained in advance. A booking reservation must be made 24 hours in advance of need. Videos are not loaned to clubs or organizations.
Clubs, Organizations, and ROTC groups may check out equipment from Media Services provided they have a signed authorization form on file with the Department. This form indicates the advisor/sponsor and name(s) of the student/officer authorized to pick up the equipment. This form also states the club or organization is responsible for any damaged or lost equipment. The advisor/sponsor will be the contact for the club or organization to facilitate reimbursement or repair. A Student Assistant Permission Confirmation Forms is required to check-out equipment. Filled out and signed forms may then be submitted to Media Services.
The Advisor/Sponsor may authorize from 1-3 students as authorized "pick up" persons. Housing and other organizations that have made other arrangements may be given greater leniency in the number of students they may authorize. Organizations such as Student Government may get authorization from Student Activities. Student Activities (Wendy Johnson) should be contacted if there is any question on Sponsors or Advisors or any other question concerning a club or organization on campus.
Once a signed authorization form is on file in Media Services for a specified group, only the advisor or authorized student(s) are allowed to check out any equipment. No other group member can be substituted unless prior arrangements have been made through the advisor. If there is an organizational change and another student needs to be authorized, the sponsor/advisor must call or fill out a new authorization form and submit it to Media Services.
Equipment needed for classroom use or University events take precedence over use by clubs or organizations. Media Services staff reserves the right to restrict the amount of equipment requested and to call the Advisor of any group to verify an event is club sponsored. The equipment will not be booked until verification is complete.
One time event: Advisor/Sponsor calls Media Services to reserve equipment and name an authorized student for pick up. Media Services will create a paper booking for that event on an "Equipment Check-out" form.
Multiple events/usage: Advisor/Sponsor will fill out an authorization form to designate Officer of organization who will pick up equipment on a regular basis. The signature on the form verifies that the club or organization is financially responsible for the equipment and that the usage is for an authorized event and not for personal use.
Check-out Form: The Check-out form must be filled out completely and verified by Media Services staff. The form must have the following information: Name of club/organization, Advisors name, authorized pick up person's name, phone number, pickup date, return date and a separate listing for each type of equipment and a complete barcode number (NO abbreviations).
Staff or Faculty needing to make a booking for classroom use should call Media Services at x6605. A booking will be created and Media Services will deliver to and pick up from the classroom. Again, all bookings must be made at least 24 hours in advance of need.
