Journalism and TV Storeroom/equipment usage rules and guidelines. V1.01

Using equipment and Stores:

The equipment store is for the benefit of all students and the usage rules and guidelines are intended to encourage collective responsibility and an attitude of professional care towards what is a limited resource shared by many. 

The rules and guidelines are the standard, but honesty and prompt communication can mitigate offenses and avoid punishments. Any action out with the rules is not guaranteed, however. Be sure you have read all that you have stated and agreed you will do such as collect and return times.

There are very few problems that cannot be solved by letting someone know the situation. Please let the stores technicians know as soon as possible if anything has changed or something has gone wrong. 

There are 3 Equipment groups in the stores, each managed by a different technician. The equipment groups are separated into categories for making bookings. 

Journalism is managed by Rob McCann 

Television is managed by Francis Todd 

Radio is managed by Laurie Bowman

See the Front page of Siso for their contact Info

If you have any issues regarding your booked items, you should first seek to contact the appropriate technician for inquiries or situation reports. If the technician is unable to reply, please contact another technician. 

Any issues regarding use of the Siso booking system should be reported to Laurie Bowman. 

 
Booking of equipment 

Notice 

A minimum of 19hrs notice is required for all bookings. Unless the equipment is to be used as part of a class, such as a Newsday. 

These bookings are made under a “project booking.” (You will be shown how to do this if applicable to you.) In this case the booking can be made instantly and will be fulfilled as soon as possible. 

Training

You cannot book any equipment unless you have had specific training in its use as part of your course. 

Restrictions

The stores service different programs/courses. You should only be able to see equipment you are allowed to book but, in the event, you are able to see and book equipment for other programs you may be contacted and have your booking changed or canceled. 

Availability

Bookings will only be taken, and equipment can only be collected and returned during published stores opening hours. (See front page of Siso for collection and return times). 

 A 1-hour turnaround is normally required from when an item is returned to the stores to when it is subsequently available for re-issue (to allow for checking equipment and battery replacement.) 

Sometimes equipment may be required for a class. It should be inaccessible on the Siso system but in the event, it is not, you may be contacted and offered alternative equipment or be asked to reschedule the booking. 

In the case of multiple demands on the same piece of equipment the priority is as follows. 
 

1st priority will be given to module requirements, meaning if it is used for a class either during the class or intended for a task set in a class e.g. final projects. 

2nd priority will be given to the first booking which was made. 

3rd priority will be based on student year/level. 

    
    Timeframe

Bookings will only be taken during the current academic trimester. Loans during breaks must be approved by lecturers and technicians  

        Duration of booking 

No equipment is available for booking for more than the stated period (it should be blocked on Siso when making booking) without the prior approval of the stores technicians. 

TV and journalism = 2 days (excluding weekend days) 

Radio = 8 days (counting weekend days) 

If you require the equipment for longer than the duration you must have permission from your lecturer and agreement from the store's technician responsible for the equipment. 

        Purpose of booking 

Bookings should only be made for projects related to university work and assessments. 

You may not book equipment for commercial work. 

If you require equipment for extracurricular reasons (such as showreel/portfolio creation or practice for assessment) you must have agreement from a staff member. Please note, the booking will not be guaranteed, and a risk assessment will still be required. 

Collection of equipment

        Time

Equipment must be collected at the agreed time, which is selected when booking through Siso. If you arrive late, the equipment will be re-listed on Siso as available, and a new booking will have to be made.  

If you are not going to arrive on time, then contacting the relevant technician may allow you to reschedule a time and retain the same booking agreement, but this is not guaranteed. 

        Location 

Journalism Equipment is to be picked up from Room A46 in the journalism block.

for TV "major Project" Equipment Should BE picked Up from A4 and coordinated with the TV Technician. JVC cameras Are to Be picked up at A46

        Checking Equipment 

Once received, the equipment is your responsibility, therefore it is recommended that you check the equipment before leaving, to ensure that all items are present and in working order. It is at this stage that you must state if anything is missing or not working. Once leaving the facility, the condition and presence of all components of the kit is your responsibility. 

        Authorization/ Risk assessment

No equipment may be borrowed without a valid risk assessment from the relevant lecturer. You should send the risk assessment to the lecturer through siso .  You are not permitted to leave class to collect equipment or to miss class to borrow equipment without expressed permission from the lecturer. 

Responsibility for equipment during loan 

Use of Equipment

You must use the equipment you have borrowed for its intended purpose and in the manner you have been shown. You may be fined and banned from booking equipment if it is returned damaged or lost/stolen if you cannot prove that you acted responsibly while the equipment was in your care. 

Do not operate equipment in the rain, unless you are using a protective rain cover. Water can permanently damage camera equipment. 

Student Responsibility

The student making the booking is always absolutely and solely responsible for the equipment during the booking period. When working in groups you must be careful when jointly operating equipment which is in your name. 

 
                 Third Parties

Equipment must not be used by or lent out to third parties while it is booked out to you. You may still work with others in your crew, but you still retain responsibility. 

Storage of Equipment

You must ensure that equipment is stored securely and not left unattended. Never leave equipment in an unattended vehicle. 

Abuse of Equipment

Persistent damage of equipment and / or abuse of stores regulations will lead to the student being banned from access to all equipment. 

Renewal

All equipment must be returned on the date and time agreed when making your booking. If after booking you require an extension you must reach out to the technician who issued the kit for permission to keep the kit longer, and this must be 24hours before the agreed return time. 

“Being late” does not count as an extension. If you are running late, it is important to let the technicians know as soon as possible.  

Returning of Equipment 

Time

It is very important you return equipment at the agreed time. Equipment often has a tight turnaround for other students to use so lateness could affect another student's project. If you think you are going to be late returning equipment it is important you let the stores technicians know as soon as possible and explain the reason. 

                Location

For Journalism Equipment must be returned to Room A46 in the journalism block and handed to a technician.

For TV "major Project" Equipment Should BE picked Up from A4 and coordinated with the TV Technician. JVC cameras Are to Be picked up at A46
 

               Checking Upon Return 

All equipment must be returned to stores in the condition it was received.  This includes being packed in the correct cases; all cables neatly coiled, and equipment cleaned as appropriate. If your equipment is returned to an untidy state, you will be asked to tidy it before it is accepted back into the store.

SD cards must be returned with cameras, therefore allow yourself time to download footage before the agreed return time. Any camera handed back without its SD card will be considered late and a fine may apply. Technicians may not always have time to check equipment at time of return so you may be contacted after return if an issue is found. 

Fines 

Lateness 

Students will be charged a fine of £10 per day for equipment not returned on time without warning or permission of a technician. 

Damage 

Without valid reason and proof that danger was addressed, or an attempt to mitigate danger was made, students will be charged for damage to equipment. This could be the full cost of the item if it is no longer usable, or percentage of replacement cost based on insurance claim. 

Loss 

Loss of equipment will be charged the same as damage. If an item is missing when the kit is returned   the borrower will be given an opportunity to find it, but a lateness charge will apply until equipment is returned. 

Reporting Issue to Stores 

The student signing out equipment is responsible for reporting any malfunction of equipment due to legitimate wear and tear. Failure to report will hold the last user responsible for the repair bill. Meaning that if you do not report an issue and it is found by the next user or technician, you will be fined retrospectively.  

Students will be banned from access to all equipment until such fines are paid. Having outstanding fines going into the end of semester may compromise entry to the next year of course or receiving your graduation certificate.  

 LIABILITY REGARDING LOST, DAMAGED, MALFUNCTIONING OR STOLEN EQUIPMENT 

The Department 

While the department will do its utmost to ensure that all equipment is serviced and working properly, it cannot be held responsible for: 

Any costs or additional expenses resulting from malfunctioning equipment. 

Equipment not returned on time by another student. 

Items unavailable because of repair. 

Theft 

Any theft of equipment must be reported as stolen to the police and the store technicians as soon as possible.  A crime report number will be necessary to claim insurance, if this is not obtained the student may be responsible for the full cost of the equipment stolen. 

Insurance 

smarthub terms and conditions of use 
As a user of this system registered or otherwise you agree that if for any reason you are unable to use smarthub for the intended purpose then you will contact your store via telephone, email or in person to resolve the problem. SiSo Software Limited are not responsible or liable in any way for any errors, damage or any other loss caused by your usage of this system. For the avoidance of doubt this includes any loss howsoever suffered including negligence or fraud except where such negligence causes death or personal injury.