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Equipment Reservation and Checkout Policies

Use of Equipment

  • MDS equipment may be used, without rental fees, for course related/instructional use, academic, and State-funded departments, colleges, and divisions. The Campus Administrative Manual authorizes the use of State equipment ony for official Cal Poly business.
  • A rental feel will be charged for personal, ASI, club, Cal Poly Foundation or Cal Poly Corporation equipment use, if equipment is checked out by a current Cal Poly faculty, staff or student.
  • In most circumstances, the maximum check out period is five (5) successive days with the weekend counting as one (1) day..

Faculty/Staff Check-out / Reservations Procedure

  • Faculty and staff may request reservations for equipment over the phone or via e-mail.
  • Faculty and staff ID (Poly Card) must be presented at time of check-out.
  • Emeritus Faculty/Staff are not entitled to checkout privileges.

Student Reservations and Checkout

  • All equipment reservations must be requested in person at one of the MDS Media Resource Centers - reservations cannot be made over the phone or via e-mail.
  • Students must present a current Cal Poly ID (Poly Card) at the time of reservation and checkout.
  • Items reserved and not picked up after 24 hours after the reservation time are subject to being released to another user.
  • Students require Faculty or Staff authorization to check out the following equipment:
    • Laptop Computers
    • Data Video Projectors
    • Digital Camcorders
    • PA Systems

Late Return of Equipment

  • Two late returns are allowed per academic quarter. If a user is late a third time during the quarter, their checkout privileges are revoked until the start of the next quarter.
  • This policy applies to all users--Students, Faculty, and Staff.

Faculty/Staff Authorizing Student Equipment Check-out

    • Faculty or Staff may authorize students' equipment checkout in two ways:
      • Faculty or Staff may submit a class list with signature indicating course and necessary equipment;
      • Faculty or Staff may sign an Equipment Use Authorization Form indicating course, necessary equipment, date(s) needed, and the name(s) of students authorized. This method requires the instructor to call MDS to verify authorization.

Damaged, Lost or Stolen Equipment

  • Any damaged or missing equipment/accessories will be charged to the user.
  • Lost or stolen equipment will be charged to the user at the current replacement cost.
  • Equipment must be returned in the same physical and electronic condition in which it was received.
  • MDS is not responsible for damage to user's personal equipment used in conjunction with MDS equipment.

Equipment Rental Information

  • Equipment checked out for personal use is subject to Equipment Rental Rates. Rental fees must be paid by check or cash at time of check-out.
  • All non-academic ASI organizations/clubs are subject to Equipment Rental Rates. ASI Academic Clubs, affiliated with an academic department, are not subject to a rental charge, but must comply with the Student Check-out Procedure (above).

Reservations

  • Items reserved and not picked up 24 hours after the reservation time are subject to being released to another user.

Student Late Fees

  • Late fees may be charged on all overdue items.
  • Late charges on high demand items are $15 per day, per item. These high demand items include all laptop computers, data/video projectors, digital cameras, digital camcorders.

Holds Placed On Student Records

  • If a late fee or missing/damaged equipment charge is not paid in two (2) weeks OR payment schedule worked out with MDS office, a hold on records and registration will be placed on the student's record.