Equipment Loan Code of Practice

Transcription

1 IT SERVICES and Manchester School of Art Equipment Loan Code of Practice Covering: Manchester School of Art AV Store Equipment Loans IT SERVICES Equipment Loans Contents What do we offer?... 2 The System... 2 Manchester School of Art AV Store... 2 IT SERVICES... 2 Loan Periods and Locations... 3 Care of Equipment... 4 Risk Assessments... 3 Returns, Late Items and Extensions... 4 Fines... 5 Specialist Equipment and Inductions (Manchester School of Art AV Store only)... 6 Exclusion of Liability... 7 Data Projectors... 7 Appendix A: Contact Details for AV Loan Locations... 8 Revised: September 2013 Note on Versions. There are 2 versions of this document: IT SERVICES and Manchester School of Art AV Store. There are differences in lay-out of the two versions, to provide different emphasis to particular areas, however the wording of the two documents is identical.

2 What do we offer? The Manchester School of Art AV Store and IT SERVICES offer short-term loans of equipment to staff and students on University projects. Equipment available includes data projector kits, camcorders, lighting, digital cameras, portable CD players and other audio-visual equipment. The Equipment shall at all times remain the property of the Manchester Metropolitan University and the borrower (student or staff member) shall have no right, title or interest in or to the Equipment Procedure for Borrowing Manchester School of Art AV Store Chatham Building, Room You must first register at the relevant Store to use the Service. You must complete a registration card with your details and provide your University Student photo ID card. Your signature on the registration card confirms that you have read and understood this Code of Practice for borrowing University equipment and that you are liable for the care and security of any equipment you borrow. To borrow items you should show your University Student photo ID card and submit an equipment request to the Store. To borrow certain items, your request must have been authorised by your Tutor (Associate Lecturers and other part-time staff may not authorise loans). A member of staff from the relevant Store will advise you whether you require such authorization. YOU WILL NOT BE ISSUED WITH ANY EQUIPMENT WITHOUT YOUR STUDENT PHOTO ID CARD. We strongly recommend reserving equipment in advance. Reserved equipment must be collected by the person whose name the booking is in, and you will need to submit your request form to collect the loan. We cannot be held responsible for equipment being unavailable due to students returning items late. It is in everyone s interest to return items on time. Students who repeatedly return items late will be suspended from further borrowing pending a discussion with the relevant head of Department. IT SERVICES Services.mmu.ac.uk Loans from IT SERVICES AV Loan service points are available to all registered

3 MMU students and staff. We strongly recommend booking equipment in advance which you may do in person, by phone or by . Contact details are in Appendix A. To collect items, go to the service point where the item has been booked and show your MMU ID card. We strongly recommend reserving equipment in advance. Reserved equipment must be collected by the person whose name the booking is in. By requesting an equipment loan you are confirming that you have read and understood this Code of Practice and that you are liable for the care and security of any equipment you borrow. We cannot be held responsible for equipment being unavailable due to students returning items late. It is in everyone s interest to return items on time. Students who repeatedly return items late will be suspended from further borrowing pending a discussion with the relevant head of Department. Loan Periods and Locations Students may borrow items for up to a maximum of 5 days. Staff may borrow items for up to 15 days. Loans days do not include Saturdays and Sundays, for example, a 5 day loan starting on a Friday is due back the following Thursday. Data projectors have special rules regarding loan periods. Please see section on Data Projectors for details. If you have a project which requires a longer loan period, you should contact the relevant location in advance to discuss your requirements and if they can be met. At certain times of the year (e.g. Manchester School of Art Degree Show, project hand in periods), when demand for a particular kind of equipment is high, shortened loan periods may be introduced. Some equipment will not be available, or restricted to certain users, over vacation periods. You should always check in advance with the location you wish to loan from whether or not your equipment will be available. All reservations must be collected from the AV Store, Room 1.19 Chatham before 4pm. Any reservations that are made and not collected by this time will be cancelled. If you are unable to collect your reservation but still require the items, please contact the AV Store on

4 Equipment is available to support projects over the Christmas and Easter vacation. Equipment is not available to Undergraduate students over the Summer. Care of Equipment It is the borrower s responsibility to ensure they have all the items they have requested and to check they are in good working order before leaving the building. Please report any missing items or faults as soon as possible to the location you borrowed them from. Borrowers are liable for any loss or damage to equipment whilst it is on loan to them. When working on location you should always work in a team or take a helper. Be aware that the equipment is attractive to the criminal element; do not endanger your own personal safety by showing expensive equipment around. Do not leave the equipment unattended in any high-risk situations such as unattended cars or damp or dusty environments. Plan your work before you take the equipment out and work out a plan of action to enable you to work safely, (see Risk Assessment section). Cost of repairs or replacement equipment will be charged to the borrower. It is your responsibility to cover any losses or damage to equipment. You may wish to check your own insurances cover this, including travel insurance if you go abroad. If you envisage taking out particular resources on a regular basis, i.e. lenses, you may wish to invest in your own lens cloth or other cleaning kits. Risk Assessments Dependent on the equipment you intend to borrow, it may be necessary to conduct a Risk Assessment for your project. A risk assessment is a careful examination of what, in your work, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. The aim is to make sure that no one gets hurt or becomes ill; remember that accidents and ill health can ruin lives. Please note that where risk assessments are required pursuant to this Code of Practice they are a legal requirement and you need to decide if a hazard is significant and whether you have it covered by satisfactory precautions so that the risk is small. The Health and Safety Executive (HSE) recommend 5 steps to Risk Assessment: STEP 1: Look for the hazards STEP 2: Decide who might be harmed and how STEP 3: Evaluate the risks and decide whether the existing precautions are adequate or whether more should be done

5 STEP 4: Record your findings STEP 5: Review your assessment and revise it if necessary If you are in any doubt as to whether your project requires a Risk Assessment, you must discuss this with your Tutor. Returns, Late Items and Extensions Please return equipment to the location you have borrowed it from. When you have finished with the equipment, please pack all equipment away properly, ensuring cables are neatly coiled and free from sticky tape. If an item is returned late, the borrower will incur a fine, (see Fines below). IT SERVICES only: During your loan period you may contact the location where you borrowed the item(s) (see Appendix A for contact details) and, subject to the item not being reserved by another borrower, you may extend your loan period up to the maximum allowed period. Manchester School of Art AV Store only: You must return the equipment on the due date. If you choose to keep equipment beyond the agreed due date for return you will incur a fine. If you borrow equipment, and for reasons beyond your control cannot return it on time, you must contact the AV Store on as soon as possible. Fines Fine charges for late return of items are as follows: Equipment Band 1-1 per day fine. (items up to 10 in replacement value: ie. leads, cables, extension leads, locks, headphones, etc.) Equipment Band 2-2 per day fine. (items in replacement value: ie. Digital recorders, DVD players, camera and camcorder batteries, small tripods, security kits, memory cards, remote controls, darkslides, chargers, low-level microphones, quick release plates etc.) Equipment Band 3-3 per day fine. (items 100 and above: ie. Data projectors, laptops, camcorders, digital still cameras, large tripods, flash equipment, light meters, lighting kits etc.)

6 Equipment Band 4-5 per day fine. (items 1,000 and above: ie. High end camcorders, digital still cameras, grip equipment, etc.) Any fines will be paid using your Safecom account. If you choose not to pay the fine, you will be suspended from borrowing any more items until the fine is paid. In the event of a fine exceeding the cost of replacement equipment, the equipment will be replaced and the borrower will be invoiced for a replacement. Likewise, if a borrower fails to return an item after 30 days, the item will be replaced and the borrower shall be invoiced for a replacement. Equipment returned in an unsatisfactory condition (i.e. cables covered in sticky tape and not coiled correctly, items missing etc.) will not be accepted back and will be treated as if overdue until the situation is remedied by the borrower. Any student that has 3 or more late instances will be suspended from borrowing any more items. The details will be referred to their Programme Leader or Technical Services Manager (Manchester School of Art AV Store) or Head of Department (IT SERVICES) who will decide on appropriate further action. N.B. Losses of equipment borrowed from stores and unpaid fines count as a debt against the borrower. An invoice will be raised and sent to you by Finance. It is not possible to graduate from the University whilst owing money to the University. Specialist Equipment and Inductions (Manchester School of Art AV Store only) Certain high spec items require that you have undertaken an induction before you can borrow them. Enrolment on an induction will require your tutor to confirm that you need to use the equipment to complete your course. You need Health & Safety certification to borrow lighting and studio flash gear. Certain high-level video cameras are available only to Contemporary Film and Television and Postgraduate students. Some high-level stills cameras are available only to Photography and Postgraduate students. Your tutor will arrange an induction if it s appropriate to your course, and will then advise the store that you are an approved user of that equipment. We cannot offer inductions on a one to one basis. If you miss an induction from designated staff, you must wait for the next group induction to take place.

7 Exclusion of Liability By accepting these Terms and Conditions you agree that Manchester Metropolitan University will not be liable for any personal loss or damage incurred by you arising in connection with your use of the loaned Equipment. You also agree that where necessary you will ensure that you obtain all relevant licenses and filming consents when using the Equipment. The responsibility for obtaining these consents and/or licences shall remain with the borrower and the University shall be held harmless by the borrower against any potential claim. Nothing in this agreement shall exclude or in any way limit either party s liability for death or personal injury caused by its own negligence. Data Projectors (Manchester School of Art AV Store) Projectors are available to students who submit a Request Form that has been authorised by their Tutor. If used in exhibition areas, projectors should be secured using a security kit available from the Store. If used in a classroom or Studio, projectors should not be left unattended. If you need to leave the space, get it locked by reception. After use, projectors should be allowed to cool down for 10 minutes with their internal fan running, before putting in their case. Data Projectors (IT SERVICES ONLY) Projectors are generally available to staff only. If used in exhibition areas, projectors should be secured using a security kit available from the Manchester School of Art AV Store. If used in a classroom or studio, projectors should not be left unattended. If you need to leave the room, get it locked. Projectors are not generally to be used outside the Campus from which they have been borrowed, unless by agreement with the issuing location. Projectors must be returned at the end of the day, unless by special arrangement. After use, projectors should be allowed to cool down for 10 minutes with their internal fan running, before putting in their case. Batteries (Manchester School of Art AV Store) We do not provide AA/AAA batteries. We recommend that you refrain from using cheap batteries as they may leak and cause damage. Batteries are available from the A4 & More Store.

8 Appendix A: Contact Details for AV Loan Locations Manchester School of Art AV Store Room 1.19, Chatham Building, Cavendish Street, Manchester, M15 6BR Telephone: Monday to Friday 09:00-16:30 (in the event of staff working away from the Store will close for a lunch break at and re-open at 13.15) Last equipment issued by 16:00, last equipment due back by 16:15. IT SERVICES Services.mmu.ac.uk For all general queries regarding IT SERVICES, please contact the IT SERVICES Helpline. Telephone: or IT Services.helpline@mmu.ac.uk Manchester: All Saints Mabel Tylecote Building Language Resource Centre, 1 st Floor Telephone: Monday to Friday: 09:00-16:15 Last equipment issued by 16:00, last equipment due back by 16:15. John Dalton Building Room 103, John Dalton East Telephone: Monday to Friday: 08:55-10:00, 15:00-16:15 Law School Sandra Burslem Building, All Saints, Manchester, M15 6BH Telephone: Monday to Friday: 08:45-16:00 Manchester: Other Sites Business School (Aytoun) Aytoun Building, Library Telephone: Monday to Friday: 09:00-12:00, 13:00-16:15 Didsbury Birley Building, 799 Wilmslow Rd, Didsbury. M20 2RR Telephone: Monday to Friday: 09:00-16:00 Gaskell Room OB218, Elizabeth Gaskell Campus, Hathersage Road, M13 0JA

9 Telephone: Monday to Friday: 09:00-16:00 Hollings Room 402, Hollings Campus, Old Hall Lane, Manchester, M14 6HR. Telephone: Monday to Friday: 08:55-10:00, 15:00-16:15 Cheshire Crewe Campus Crewe Green Rd, Crewe, Cheshire Telephone: Monday to Friday: 09:30-11:00