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Moody College Equipment Checkout Rules

1.1  Equipment checkout services are allowed for currently appointed/enrolled Moody College of Communication faculty, staff, and student use only. Priority access of equipment will be given first to students, followed by faculty and staff.

• 1.1.1 Undergraduate student use of equipment must be related to specific Moody College of Communication coursework.

  • 1.1.1.1  A Moody College faculty member or TA/AI’s authorization is required for classes which have not been pre-authorized.  Authorization requests can be submitted via email moody-checkout@austin.utexas.edu for review. 

  • 1.1.1.2  Independent Study requests for equipment require department approval

  • 1.1.1.3  Internship courses are not eligible for equipment use.

• 1.1.2 Graduate student use of equipment must be related to specific Moody College of Communication coursework and/or research.

• 1.1.3 Faculty use of equipment must be related to specific Moody College of Communication coursework, research and/or annual reports.

• 1.1.4 Staff use of equipment must be related to specific Moody College of Communication activities, events and/or responsibilities.

2.1 Users are required to create online reservations a minimum of 24 hours in advance and may be able to keep the equipment for up to 7 days depending on equipment availability.

2.2 Walk-in and same-day reservations are not allowed.

2.3 All reservations will be pending in the system until approved by checkout staff.

2.4 Large reservations and multiple reservation requests from the same user or group should be placed a minimum of 48 hours in advance.

2.5 Reservation extensions (1X max, up to 3 days) are allowed, but not guaranteed.

• 2.5.1 Only reservations under 10 items are allowed to be extended.

• 2.5.2 Extensions can be requested in person at the time equipment is due, with all equipment present.

• 2.5.3 Extensions will not be granted once equipment is late.

2.6 Equipment lab reservations should be made by the course instructor or TA a minimum of 48 hours in advance (excluding weekends). 

• 2.6.1 Students will not be allowed to create individual reservations for labs.

3.1 Users may be penalized on a per checkout basis for returning equipment late. A “checkout” may include one or more reservations returning at the same date & time. Penalties are as follows:

• 3.1.1 1st Offense – Warning

• 3.1.2 2nd Offense – 2-week suspension

• 3.1.3 3rd Offense – 3-week suspension, and

  • 3.1.3.1 Moody College faculty member of the corresponding class must email an acknowledgement of notification of the users' suspended status to moody-checkout@austin.utexas.edu.

• 3.1.4 4th Offense – Semester-long suspension

  • 3.1.4.1 Semester-long suspensions remain in place until the 1st class day of the next semester. 

  • 3.1.4.2 Two or more semester-long suspensions may result in permanent suspension of equipment checkout privileges.

3.2 In addition to the above penalties, late fines may be applied for late items. 

• 3.2.1 The late fine is $0.25 per hour per item.

• 3.2.2 A grace period of up to one hour may be given depending on the circumstance. 

• 3.2.3 Late fines are calculated 24/7 even when equipment checkout is closed. 

3.3 Equipment not returned within 48 hours may be assumed lost. After 48 hours, a financial bar may be placed on the user’s “What I Owe” account for the full replacement cost of all unreturned equipment. The user may also be referred to Student Judicial Services for Scholastic Dishonesty.

4.1 Cancellations may can be made via the online reservation portal, email moody-college@austin.utexas.edu, or by phone (512) 471-6565.

4.2 Users will may be penalized on a per checkout basis for failure to cancel reservations (See 3.1 above).

• 4.2.1 Reservations under 10 items require notice of cancellation at least 1 hour ahead of reservation time.

• 4.2.2 Reservations over 10 items require notice of cancellation at least 24 hours ahead of reservation time.

5.1 Abandoned/unattended equipment may constitute a penalty under the structure in section 3.1 above.

6.1 Users may be penalized on a per checkout basis for returning equipment with missing and/or broken components. A “checkout” may include one or more reservations returning at the same date & time. Penalties are as follows:

• 6.1.1 1st Offense – Suspended until paid

• 6.1.2 2nd Offense – Suspended until paid

• 6.1.3 3rd Offense – Suspended until paid

• 6.1.4 4th Offense – Semester-long suspension

6.2 Checkout privileges may be revoked until full compensation for replacement/repair has been made.

• 6.2.1 Users may be notified via email if any missing or damaged equipment is found after return.

• 6.2.2 Users may be responsible for the FULL amount of repair or equivalent replacement (new, comparable model) of lost, damaged or stolen items.

• 6.2.3 Equipment Checkout will be responsible for purchasing all replacement items and facilitating all repairs.

• 6.2.4 Users who damage equipment while attempting repairs, upgrades or cleanings may be required to pay to replace the item.

• 6.2.5 Damage includes concealed or unreported damage discovered after return.

6.3 Users will be given a minimum of 48 hours to return missing equipment, after which full replacement cost for missing items may be billed to their “What I Owe” account.

6.4 Refunds may not be given for lost/missing equipment, even if the item is later found.

6.5 Suspended patrons are not allowed to be included as a group member on other users' reservations.

7.1 Sand or Dust

7.2 At heights (such as rooftops, ladders, etc.)

7.3 In, on or around Water

7.4 Extreme Cold/Extreme Heat

7.5 High Humidity

7.6 Explosives/Fire

7.7 Car Mounted/Horseback

8.1 Weapons approval form must be submitted at least 10 days in advance.

• 8.1.1 Off Campus: Drew Saplin - Set Safety Coordinator, drew.saplin@austin.utexas.edu

  • 8.1.1.1 Drew will advise which other parties need to be contacted.

• 8.1.2 On Campus: Office of the Dean of Students, SSB 4.400, 100 West Dean Keeton Street, deanofstudents@austin.utexas.edu, 512-471-5017

  • 8.1.2.1 UT Police will be notified

8.2 Approval letter must be kept on set during production. 

8.3 Fake weapons users must provide equipment checkout staff with approval letter before checking out equipment.

9.1 Real weapons are never allowed for any UT projects.

10.1 Project information must be included in each request for equipment.

10.2 Count, inspect and test all equipment before leaving equipment checkout. Once users leave equipment checkout, they are financially responsible for any damage or missing pieces (even if they didn’t use that piece of equipment).

10.3 Be sure that any damage or missing pieces are noted on the loan agreement form before leaving equipment checkout to avoid assuming responsibility for prior damage.

10.4 Return the equipment in good condition: equipment should be clean and free of tape or other residue, cables should be properly coiled and secured with the fastener provided.

10.5 Users are responsible for any damage due to their use of generators.

11.1 Equipment Replacement

• 11.1.1 $2500 deductible (amount you must pay before the insurance company will pay a claim).

• 11.1.2 If equipment is stolen from you, file a police report with the proper law enforcement agency within 24 hours. Also, report the loss to Equipment Checkout within 24 hours to begin the insurance claim process.

• 11.1.3 Equipment loss due to negligence or lack of due diligence will not be covered.

• 11.1.4 Equipment stolen from a vehicle will not be covered.

12.1 Travel with Equipment 

• 12.1.1 Users may travel with equipment by air or land within the contiguous United States, provided they comply with all pertinentUniversity pertinent University and departmental rules, policies, and procedures for travel. 

• 12.1.2 When traveling by air, electronic equipment (cameras, monitors, audio recorders, etc.), lenses, and batteries must be designated as carry-on items only. Other considerations for equipment designated as checked baggage must receive approval from equipment checkout staff prior to travel. 

• 12.1.3 International travelers must comply with all pertinent University and departmental rules, policies, and procedures including the travel policies and international travel processes established by the Texas Global office prior to traveling with equipment. 

• 12.1.4 Requests for equipment involving air travel to international destinations must be submitted via email to moody-checkout@austin.utexas.edu at least 1 week in advance.

13.1 University of Texas at Austin, its governing board, officers, employees and representatives are not responsible for damages, injuries, losses, claims or liability of any kind or nature whatsoever, including legal expenses arising from the use or operation of the equipment.

14.1 Violation of any of these policies may result in permanent suspension of equipment checkout privileges. 

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