THIS SITE

Warning message

You must login to view this form.

Equipment Loan Agreement

Policies

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

Check-out

The loanable equipment is available in order of priority:

1. In-class workshop assignments 
2. Course projects
3. Research

The equipment is not to be treated as personal property or used for non-University related purposes. Equipment is not to be used to generate income or for business purposes.

All equipment must be scanned and checked out using the barcode equipment tracking system located in the Media Services Office (DMS 2026). You may reserve equipment online at https://webcheckout.uwaterloo.ca/patron/ as well as in person at the Media Services office (DMS 2026). A valid Watcard is required in order to borrow equipment and must be presented at time of checkout. At checkout and check-in, the condition of the equipment and the presence of all peripherals (cables, battery and/or charger, card reader, etc.) included with the borrowed item will be noted by Media Services.

If returned equipment is damaged, to any extent, the borrower assumes full financial liability to either repair or replace the equipment to its original condition (at the Media Services personnel’s discretion). If a device is returned, but locked to an iCloud account (or any other account prohibiting the reset/full use of the device), it is considered late until it has been disconnected and Media Services is notified.

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, limiting access to student records, and equipment loan privileges may be suspended until outstanding 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 (30) minutes 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, (for example, if the equipment is dropped).

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 based on a person’s borrowing history.

Availability

The equipment is available on a first-come-first-served basis, and in accordance with the sequence of priority, as listed above. Items may be reserved on WebCheckout. During times of high demand, 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:

Monday 9am - 4:00pm
Tuesday 9am - 4:00pm  
Wednesday 9am - 4:00pm
Thursday 9am - 4:00pm
Friday 9am - 4:00pm  
Saturday Closed
Sunday Closed

Time Limits

MDEI students, first, second, third, and fourth year GBDA students may check out equipment when they are at the Stratford School. The equipment must then be returned to the Stratford School Campus the following week at 9:00am. For instance, if you check out equipment on a Tuesday at 3:50pm, it would need to be back at 9:00am on the following Tuesday. If you cannot make class the following week, it is your responsibility to ensure the equipment gets back to the Stratford School campus to be checked in. See late policies below.

All equipment must be returned to the Media Services Office at the Stratford School by the last class day of the term, as indicated by the Academic Calendar.

Late Return Fees & Penalties:

Resource Late Fee (per day late)

MacBook Pro
Surface Pro Book

$50

iPad Pro
Any Camera

$25

Any Lens
Lapel Microphone
Audio Kit
Lighting Kit

$20

Everything Else

$5

Unpaid fees will result in loss of equipment loan privileges, and an Academic Hold will be placed on your student account after a period of 1 week. This Hold will remain on your account until your fees are paid in-person at the Stratford Media Services Office (DMS 2026).

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 person responsible 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 the student's account from which the late equipment was signed out. 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 hour after the scheduled return time notifying the borrower that their equipment is overdue.
  2. If equipment is not returned, a reminder email will be sent each day until the equipment is returned and the applicable fees are paid.
  3. If the equipment is not returned within 1 week, a hold on the borrower’s Quest account will be submitted and remain until equipment is returned, fees are paid and/or replacement value is given to Media Services personnel.

Late fees will be paid with the student's Watcard in person at the Media Services Office (DMS 2026). In extenuating circumstances, arrangements may be made with Media Services to pay with their Watcard remotely.

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.digitalmedia@uwaterloo.ca

Any violations of this policy in whole or in part may result in the student member losing their loan privileges. If the policy changes in any way, Media Services will contact you through your UWaterloo email account to notify you of these changes.

You may opt out of this agreement at any time, however, you will lose your ability to rent equipment from Media Services.

*For more information, see our FAQ.


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

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