Warning message

You must login to view this form.

You are here

Equipment Loan Agreement

Policies

The Stratford Campus Media Services office maintains a variety of equipment that is available to loan to students, faculty, staff and Accelerator Centre clients.

Check-out

The loanable equipment is available in order of priority: in-class workshop assignments, course projects, then research. The equipment is not to be treated as personal property or used for non-University related purposes.

All equipment must be scanned and checked out using the barcode equipment tracking system located in the Media Services Office (2026A). A Watcard is required in order to borrow equipment. At the time of check-out and check-in, the condition of the equipment and the presence of all peripherals such as cables, battery and/or charger, card reader, etc. included with the borrowed item or kit will be noted by Media Services.

If returned equipment is damaged or the condition of the equipment is not suitable for re-use, the borrower assumes full financial liability to either repair or replace the equipment to its original condition (at the Media Services personnel’s discretion). In the event that the equipment is lost, stolen or irretrievable, the borrower assumes full financial responsibility to cover the insurance deductible or replacement of the equipment. In addition, a service indicator could be placed on the student’s Quest account that will limit access to their student records and the student’s loan privileges may be suspended until any issues are resolved with the Media Services Office.

Although Media Services check equipment when it is returned, there is no absolute guarantee that equipment is in perfect working order when you receive it. You are expected to thoroughly check all equipment upon issuance because you are agreeing to take responsibility for any damage to equipment while in your possession. If you find any problems during this check, you must inform Media Services within thirty minutes (30) of signing out the equipment. It is in your best interest to check equipment immediately upon issuance. You will not be held responsible for equipment problems reported within thirty minutes (30) of being signed out, unless equipment is in noticeably different condition than when signed out (example drops, etc.).

Under no circumstances should equipment in the borrower’s possession be loaned to any other person. All equipment transfers must be handled through the Media Services Office, even when passing equipment on to the next user.

Media Services personnel reserve the right to limit or deny the use of equipment depending on a person’s borrowing history.

Availability

The equipment is available on a first-come-first-served basis only and cannot be reserved ahead of time. During times of extreme need, Media Services may enforce shorter loan periods, and has the right to recall equipment that has been checked out. The hours for checking out equipment from the Media Services office is as follows:

M     8:30am - 12:00pm, 1:00pm - 4:30pm
T      8:30am - 9:00am (check-in only), 11:00am – 4:30pm
W     8:30am - 4:30pm
T      8:30am - 4:30pm
F      8:30 - 9:00am (check-in only), 11:00am - 4:30pm

Time Limits

First and second year GBDA students may check out equipment when they are at the Stratford Campus on Tuesdays and Fridays. The equipment must then be returned to the Stratford Campus the following week between 8:30-9:00am. You MUST check in the equipment at that time otherwise the equipment will be considered late. If you cannot make class the following week, it is your responsibility to ensure the equipment gets back to the Stratford Campus to be checked in.  See late policies below.

MDEI, third and fourth year GBDA students may check out equipment for 7 (seven) calendar days at a time.

All equipment must be returned to the Media Services Office at the Stratford Campus by the last class day of the term.

Late Returns Penalties:

Failure to return the equipment when required will have the following repercussions:

  • First time: Each day the item is overdue, loan privileges are lost for the same number of days. (For example, if the item is 2 days overdue, privileges are lost for 2 days from the time the item is returned)
  • Second time: Each day the item is overdue, loan privileges are lost for the same number of weeks. (If the item is 2 days overdue, privileges are lost for 2 weeks from the time the item is returned).
  • Third time: Each day the item is overdue, loan privileges are lost for the same number of months. (If the item is 2 days overdue, privileges are lost for 2 months.
  • Fourth time: Each day the item is overdue, loan privileges are lost for the same number of terms you are registered for. Terms can be carried over from year to year. (If the item is 2 days overdue, loan privileges are lost for 2 registered terms.)

The above is over the course of your academic career within your current program. It is not over the course of one school year. If items are borrowed over the summer and returned late, the penalty will be enforced during the following school term.

Media Services staff have the right to consider individual situations and circumstances on a case by case basis.

Groups

When checking out equipment for group projects, the group must designate a responsible person for checkout. It is the responsibility of that individual to oversee the use of the equipment and to ensure that it is returned to Media Services in good working condition by the required due date. If the equipment is returned late, the Penalty will be applied to whoever’s account the late equipment was signed out from. If more than one person in the group would like to check out equipment, they are welcome to do so, provided there is available equipment.

Late Returns Policy

If the equipment is late, the following protocol will be followed:

  1. A reminder e-mail will be sent 1 day after the scheduled return date notifying the borrower that their equipment is overdue.
  2. If no response, a second e-mail will be sent indicating a withhold on the borrower’s Quest account will occur if equipment is not returned within 3 days.
  3. If the equipment is not returned, a withhold on Quest will be submitted until equipment is returned or replacement value is given to Media Services personnel.

Unattended Equipment

If equipment is left unattended/unsecured and a Media Services or University staff picks it up, you will not be able to sign out that equipment for the remainder of the day.

If you have any questions or comments, please contact the Media Loans staff at stratford.it@uwaterloo.ca

FAQ’s:

What is your Extended Loans Policy

      Occasionally the University grants students the ability to borrow equipment for an extended period of time, particularly during periods when the University is closed or operating with reduced services. To apply for Extended Loans, refer to the requirements here.

University Holidays

  • University Holidays:
    • If the return date falls on a University holiday, the loan period is extended until the next scheduled class day. Example: For second-year GBDA students, if a holiday lands on a Friday, the equipment is due the first Tuesday following the Holiday.
  • Reading week:
    • Equipment borrowed with an expected return date during Reading week, will be extended an additional 7 days at the time of checkout.  Example: If equipment is borrowed on a Tuesday before Reading week, it is due the first Tuesday following Reading week.
  • Christmas Break:
    • Equipment borrowed with an expected return date during the holidays will be extended up to 14 days at time of checkout. Example: if equipment is borrowed on a Tuesday before the Christmas break, it is due the first Tuesday following the Christmas break.

What happens if the equipment I signed out is defective?

       Within 30 minutes of sign out, return the equipment to Media Services and describe the defective nature of the item.  You will not be held responsible for equipment problems reported within twenty minutes of being signed out, unless equipment is in noticeably different condition than when signed out (example drops, etc.).

       After 30 minutes of signout you will be financially responsible for repair or replacement of equipment that is defective. This is why it is of utmost importance to thoroughly check all equipment upon issuance.

       Although Media Services check equipment when it is returned, there is no absolute guarantee that equipment is in perfect working order when you receive it. You are expected to thoroughly check all equipment upon issuance because you are agreeing to take responsibility for any damage to equipment while in your possession.

What happens if I broke or lost the equipment?

       If the equipment broke or was lost or stolen while it was signed out, you will be financially responsible at the Media Services discretion to pay for the equipment to be returned to its original working condition or replace the item. It is in your best interest to inform Media Services upon return of the item, rather than them having to find it out themselves.

What happens if I know I won’t be able to return the equipment by the due date?

      You should make arrangements for the equipment to be returned by someone you trust, and contact Media Services to let them know of the arrangement, before the item is due. Your account and future loan privileges are at risk.  Equipment that is not returned by the date it is due will be subject to the Late Returns Penalty.

What equipment does the Media Services department have?

       We have a variety of Digital SLR cameras (Canon t5i, 60D and 70D), GoPro Cameras, tripods, lenses, flashes, lighting kits & diffusers, audio recording kits, microphones, iPads, iPod touches, tablets, chargers, headphones. Please see our eBook catalogue for an exhaustive listing.

If you have any questions or comments, please contact the Media Loans staff at stratford.it@uwaterloo.ca

Information and privacy: questions regarding the collection of information on this form can be directed to the form administrator.