Media Loan Policies & Procedures

Scheduling Media Facilities

Media Loan Policies [PDF] | Media Loan Quick Guide [PDF]
APS Policies | Audio Studio Policies [PDF]

Media Loan's Function
Media Loan circulates audio/video and photographic equipment to Evergreen students, faculty and staff. Staff at Media Loan are responsible for:

1. Making every attempt to have equipment available to be checked out when it is needed.
2. Maintaining, repairing, and replacing equipment.
3. Training and testing borrowers to certify their proficiency with the equipment.
4. Complying with State and College regulations in administering access policies and priorities.
5. Determining who is to pay for the repair or replacement of damaged or lost equipment.
6. Assessing late fines to make sure that equipment is available for all users.

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State and College Regulations
Media Loan complies with Washington state law and Evergreen academic policy covering use of equipment. These guidelines cover:

1. Use of equipment.
2. Purposes for which the equipment may or may not be used.
3. Setting priorities for scheduling the loan of equipment.

Media Loan services and equipment are provided to Evergreen students who have paid their tuition for the current quarter and currently employed faculty and staff.

All users are expected to comply with the "Conditions of Use" and to circulation procedures stated below. Equipment checked out to programs charging admission (or donations) and conferences on campus will be rented out, not loaned, and charged by Media Services. Borrowers may be required to specify how the equipment will be used.

To assure that equipment is available for ongoing academic purposes, the following in priority order apply:

1. Academic programs have first preference in scheduling.
2. Contracted studies, group and individual.
3. College and Student Activities programs and projects.

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Conditions for Use
Media Loan equipment will only be checked out to students, faculty and staff who present a valid TESC ID Card. Students who have not registered for the current quarter may not borrow any equipment. Some equipment requires a proficiency test to be taken prior to check-out.

Equipment is available for credit generating academic work, faculty & staff development, or TESC sponsored campus activities. Users may be asked to explain intended use of equipment. Campus events (S&A, Conferences, Academics, etc.) must be negotiated with an Electronic Media producer for assessment of appropriate rental fees. Electronic Media producers also coordinate audio sound systems and audio/video recording.

Anyone who provides false or misleading information on the check-out receipt may lose their privilege to borrow equipment. Anyone who seriously violates the Evergreen social contract in their dealings with Media Loan staff, or who returns equipment more than two weeks after the due date, may also be denied any further service. Likewise, a person who misuses equipment or returns it in dirty or damaged condition may have access restricted in addition to incurring repair charges. In accordance with these written policies and procedures, the staff of Media Loan will determine when a borrower loses or regains the right to borrow equipment.

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Media Equipment Rental for non-Academic use

Current Evergreen students, staff, and faculty may check out media equipment through Media Loan for class-related needs free of charge.

When equipment is needed by any TESC programs or administrative units for non-Academic use or needs, equipment rental charges may be assessed for renting equipment. Such rental requests need to be planned, negotiated, and estimates provided in advance.

Media Services resources usage is covered by Washington Administrative code 174-168-020-2C:
“Media services may be provided to persons outside the college community. Charges for such services will reflect the cost to the college and the price of such services in the private marketplace. Reduced charges will apply for college-sponsored nonacademic programs, workshops, auxiliary services or self-sustaining programs.”

Equipment rental charges will be assessed based on the consideration of the following:

• Academic & Campus events will be assessed using the listed internal ACADEMIC & CAMPUS rates. These could include: events sponsored by students, faculty, and staff on campus supporting the college mission whether charging admission or not.
• Commercial & External events, which are assessed at the listed COMMERCIAL & EXTERNAL rates when Conference Services, alumni and all other users are in need of equipment for activities held out side of TESC, and/or the sponsoring group is not part of Evergreen community. These could include: conferences, alumni groups attending conferences on campus, or state agencies requesting media production service.

If your program or administrative area is holding an event which charges admission or is asking for any type of a donation, you must contact Electronic Media of Media Services to produce your event and for equipment rental and production support. You will be charged for all equipment used through Media Loan whether they are checked out through you or Electronic Media. Please review Electronic Media’s web site for additional information.

Please see Equipment and Labor Rates or contact Lin Crowley at Media Loan at (360) 867-6253 or (360) 867-6239 for more information.

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Proficiency Testing
Proficiency tests are required for cameras, projectors, and video, film and some audio equipment. Appointments to take a test are scheduled at least one day in advance. A short written examination must be completed before a hands-on test is given. An operational demonstration is to be completed during the scheduled test period.

Operating guides for the equipment are available from Media Loan and online. Anyone who intends to borrow equipment is urged to read the guides or manuals first.

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Checking-Out Equipment
Equipment will be checked out ONLY to currently enrolled students or currently employed staff and faculty of The Evergreen State College. Students must be able to produce a validated ID card for the current academic quarter.

Equipment is ONLY checked out during posted Media Loan hours. The normal loan period is two days. Some high use equipment may only be borrowed for a day, while other lesser used items may be checked out for up to a week. Occasionally, Media Loan staff may have to reduce the length of a reservation period due to equipment shortages. Anything borrowed on Friday is normally due the following Monday. Large orders of video, audio and/or film equipment must be checked out at least one hour before closing.

During the academic year, equipment will be available for loan from the first day of each quarter until the first day of evaluation week. During evaluation week, equipment will not be checked out except for use in preparing or presenting evaluations.

Between quarters, anyone wanting to borrow equipment must request an exception to normal policy. Media Loan staff requires written justification of your needs, your faculty's signature verifying your request, and a receipt or other proof you have fully paid your tuition for the following quarter. Extended Loan Forms are available at Media Loan and online.

No equipment will be checked out through the mails, including Evergreen campus mail, U.S. Postal Service, or any courier, messenger service, or package delivery service such as UPS.

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Check-out Receipt Language
This is what you are agreeing to when you sign the Media Loan Check-out Receipt:
The undersigned (i.e. borrower) agrees to abide by the published Media Loan Policies & Procedures and the following terms: 1) borrower accepts full financial responsibility for the items checked out and for the loss or damage of said items and all components 2) acknowledges responsibility to test equipment before leaving Media Loan to verify it's condition which is otherwise assumed to be in good working order 3) to pay for any and all expenses necessary to repair damaged item(s) or replace lost item(s) at their current retail value or designated equivalent value and any related service charges 4) to pay any late fines that may be assessed if items are not returned by the agreed upon due date. Borrower is aware that it is against the law to use this equipment for commercial purposes. Borrower of recording equipment is liable for any Copyright Law infringement (TITLE 17, US Code).

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Checking-In Equipment
Equipment will be checked in only during posted Media Loan hours. All equipment must be returned by the assigned due date and time, as written on the Check-Out receipt. Returns after closing time are considered late.

If parts are missing when the equipment is returned, a Non-Return Charge Slip is issued. Unless the borrower returns the parts within two weeks, they are charged for the replacement costs plus a fifteen-dollar service charge. Returning equipment by mail (UPS etc.) is strongly discouraged, but if a borrower chooses to have anything delivered, they assume full responsibility for any damages to the equipment.

If you must return equipment after Media Loan closes, Library Staff at the Circulation Desk will accept it and lock it up. No receipt will be given and it is still the users responsibility to confirm if equipment has been returned to Media Loan.

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Renewal of Equipment
Borrowers who need to use any equipment beyond the due date can normally extend the check-out through a renewal request. Unless there's high demand for a piece of equipment, loans can usually be extended up to three times. When stock is low and demand is high for some equipment, no renewal will be allowed. Any requests for renewal should therefore be made early in the day in case someone else needs the equipment.

Although requests can be taken on the telephone, borrowers are encouraged to come to the Media Loan desk in person to complete additional paperwork.

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Reservation of Equipment
Equipment may be reserved up to a month ahead if you or your program have Media Request Forms on file. If not, you may reserve up to one week in advance. Reservations are not guaranteed due to patrons retuning equipment late or because of broken equipment. We will however, make every attempt to fill your reservation, including making substitutions. Any equipment not picked up within an hour of the reserved time may be loaned out to another patron. High use equipment can not be reserved more than two weekends in a row.

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Laptops
Media Loan circulates a limited number of laptops to college employees. We have Windows and Mac OS laptops and some of the laptops have wireless internet.

In order to check out a laptop you:

• Must be a currently employed faculty or staff member of TESC.
• MUST SHOW AN EVERGREEN FACULTY/STAFF ID CARD TO CHECK OUT EQUIPMENT.

In addition, please remember:

• Reservations can be made in person or by calling x6253 or x6273.
• An Extended Loan Request form needs to be filled out for extended loan periods (i.e. longer than two weeks).
• Users must check out equipment on their Media Loan personal or institutional account (we would not permit someone else to check out equipment on your personal account). Please contact Lin Crowley or fill out the online form to set up an Institutional Account.
• Media Loan will not offer software instruction on laptops. Some of our circulating laptops are older or well used.
• We have pre-installed web browser and Office software on all of ML’s circulating laptops. If you wish to add software or modify the system, please contact staff at TSS (Technical Support Services) for assistance. Restore laptop to its original condition before returning to Media Loan. If you have problems with a laptop please let us know so we can get it repaired.
• Media Loan will bill users for any late fines.

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Extended Loans
There are some exceptions to the normal loan agreement. An extended loan allows the borrower to keep An extended loan allows the borrower to keep equipment for up to one full quarter. Student requests require written justification and a faculty signature. Quarter long requests should be made and submitted by the second week of each quarter.

Media Loan may approve or deny requests based on demands and availability of equipment. Requests for shorter extended loans can be submitted any time during the quarter. When a request is approved, the borrower should arrange for renewal if they already have the equipment checked out. Insurance may be required if the borrower intends to travel with the equipment, particularly for out of state travel. Extended loans for using equipment outside the U.S. are rarely approved.

Terms and Conditions for Extended Loan Checkouts
Current TESC students, staff and faculty requesting to borrow media Loan equipment for extended periods of time must completely fill out an Extended Loan Request form. Requests take two to five days to process. Incomplete forms will delay the approval process. Failure to fulfill the stated requirements could also slow the approval process and may be grounds for requests to be denied.

Extended loan requests may be made for up to one quarter. We encourage quarter long requests to be submitted by the 2nd week of the quarter. For requests over school breaks, please submit forms by the Wednesday of Evaluation Week. Students must provide proof of tuition and registration for the following quarter with their Extended Loan Request form.

Proof of insurance may be required if you are planning to travel outside of the Puget Sound area with expensive or high-demand equipment. Acceptable forms of insurance include home owner’s, car insurance, travel insurance, etc. Proof of insurance can be mailed or faxed:

Attn: Lin Crowley, Media Loan, TESC L2309, Olympia WA 98505
Fax: (360) 867-6790

Equipment on extended loan is governed by standard Media Loan Policies and Procedures as detailed in the Media Loan handout available in the lobby of Media Loan and online.

Equipment for extended loan is allocated at the discretion of Media Loan staff. Please be as specific as possible when requesting equipment so our staff may better determine the availability of equipment.

Students in academic programs must provide their faculty’s name and signature. Students on individual contracts or internships must also submit a photocopy of their contract signed by their sponsor.

Those requesting Advanced Production Services (APS) equipment must also submit an Advanced Production work order. Work orders must be approved before Extended Loan Requests can be processed and approved. APS staff may be contacted at 867-5506.

You are responsible for verifying that your extended loan request has been approved and to reserve and renew equipment. If you do not renew the equipment checked out, you will be subject to overdue fines.

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Using Equipment for Incomplete's
Any student with an official incomplete may fill out a Incomplete Status Equipment Request Form. The request should be signed by their faculty, and verified by the Registration and Record office. After the student pays a $75 deposit at the Cashier’s office, and upon receipt of the signed and completed form by Media Loan, the student may use equipment for up to 30 days to finish their work. After returning the equipment, Media Loan will request a refund of your deposit. Refunds are paid within four weeks.

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Penalties for Late Return of Equipment
Due dates are noted on the Check-Out receipt. A borrower can renew a loan over the phone. Late fines are assessed based on the due time/date on your receipt. Late fines may begin to be assessed an hour after the time due for equipment over $250 in value.

Late fines are per item and are assessed daily according to the rate chart below . Late fines accrue up to the replacement value of the items or until the equipment is returned or declared lost. Equipment one week overdue or when late fines equal the replacement cost of the equipment will be declared lost and the replacement cost and a non-refundable service charge will be charged to the user’s account.

Late Fines assessed daily, per item:

• Equipment valued over $250 — $20.00 late fine
• Equipment valued under $250 — $10.00 late fine
• Keys and all equipment and accessories valued over $50 — $10.00 late fine
• Equipment and accessories valued under $50 — $5.00 late fine

Borrowers with equipment more than one week overdue or who ignore the rights of other borrowers or abuse the responsibilities inherent in sharing resources with the rest of the Evergreen community, may have their Media Loan privileges put on “hold” or suspended. Access may be restored following a meeting with Media Loan Staff, return of all equipment, and payment of charges.

Billing is done by Student Accounts. Questions about charges are handled by Media Loan permanent staff. Late fines, replacement charges and service charges are deposited in a budget for replacement of Media Loan equipment.

Unpaid fines may result in a hold being placed on the account preventing registration for subsequent quarters or withholding of transcripts and diplomas for graduating students. Holds on accounts for this reason must be resolved with Student Accounts.

In summary, the following actions may be undertaken if borrowers do not return equipment in a timely manner:

1. Late fines assessed.
2. Suspension of Media Loan privileges.
3. Accrued equipment replacement cost billed.
4. Legal action by a collection agency and liability for all costs accrued in the collection.
5. Notification of Evergreen Police Services, who will assist Media Loan in retrieving late equipment.

Media Loan will attempt to notify patrons of overdue equipment by email. However, failure to make contact does not relieve a delinquent borrower from payment of overdue charges.

If a borrower neglects to return equipment or when the overdue charges equal the cost of the equipment, the borrower will be billed for late fines and replacement costs plus a non-refundable $15 service charge per equipment. If equipment is returned within the academic year, replacement charges are rescinded but late fines and service charge are not. A delinquent patron could request reinstatement of Media Loan privileges or request for fine reduction through an appeal process.

Appeal
If users feel that a charge has been made in error, they may submit an Appeal Form. This is available at Media Loan, and on our web site. Users who want to appeal the decision of Media Loan staff may appeal the decision to the Media Services manager; and finally in writing within 15 calendar days to the Dean of Library and Media Services after receiving the decision from the Media Services manager.

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Replacement of Equipment
A borrower must pay the replacement cost of the item and any necessary components when equipment checked out on borrower’s account is reported lost or stolen by borrower or declared lost by Media Loan. Media Loan's assessed replacement cost will be based on the current retail price available from authorized vendors, plus tax and shipping, on the same or comparable models. Replacement must be new, when possible, and of equivalent value to the item being replaced. A $15 service charge per equipment is added to the total bill.

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Damage and Repair of Equipment
Media Loan’s repair staff is responsible for inspecting equipment and deciding what repairs are required. In their evaluation, they also decide if damages are caused by normal wear-and-tear or by mishandling, operator error or neglect. In the latter cases the user is billed for repairs. Current charges are parts plus $40 per hour labor. If Media Loan staff determines equipment is not repairable, full replacement cost may be charged.

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Insurance on Equipment
No equipment is insured by Evergreen. Borrowers may obtain insurance coverage from a private broker or agent. Media Loan may require proof of insurance from patrons who want to borrow equipment for extended loan period.

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