Photography & AV Store, London Metropolitan University Equipment Loans Policy
Effective from: 15 November 2022 Version Number: 3.1
1.0. What is the purpose of this Policy?
This “Policy” sets out the terms and conditions which apply to students and members of staff who borrow portable equipment and book facilities with the Photography & AV Stores at London Metropolitan University.
2.0. To whom does this Policy apply?
All students and staff who borrow equipment must comply with this Policy (“the Borrower”).
Additional requirements apply to students who are on placement which will be dealt with separately with each student.
By making a booking to borrow equipment you agree to comply with this Policy, you will need to “read the Terms & Conditions then check the box before you can proceed” to book.
This Policy is routinely updated (see header for version number and date).
3.0. Who can borrow equipment?
3.1. You must be either:
3.1.1. registered as a current student with the University within The School of Art, Architecture and Design.
3.1.2. a current member of staff in The School of Art, Architecture and Design.
3.2 You must:
3.2.1. NOT have had your right to borrow equipment suspended or withdrawn under this Policy;
3.2.2. NOT have had your access to University facilities and services temporarily suspended pending action being taken against you under the applicable Disciplinary Procedure; and
3.2.3. NOT be on a break from your studies or employment.
3.2.4. NOT borrow equipment on behalf of anyone else or allow anyone else (including another student or a member of staff) to use the equipment while you are borrowing it (even if they are permitted to borrow equipment themselves). However, staff may book equipment on behalf of a class for a taught session. Students using equipment in these sessions will be responsible for its safe return to the member of teaching staff.
3.3.1 You are responsible for all equipment borrowed for your use and made using your student or staff ID.
3.3.2 Students are responsible for equipment used in class that has been borrowed on staff accounts for the lesson. A record of which students are using which pieces of equipment will be kept by staff. Alternatively Photography & AV Stores staff may make bookings for equipment to be used in scheduled classes. This equipment will be allocated to individual students and staff at the time of collection. These bookings have fixed return times which are notified at the time of collection.
4.0. What equipment can be borrowed?
4.1. SISO shows the equipment and associated accessories which are available for you to borrow. Certain equipment is prioritised for use by programmes with specific module requirements and please check SISO for further details.
4.2. All equipment is subject to availability and we cannot guarantee that any particular item that you want to borrow will be available to borrow at the time and for the period that you want it.
5.0. Do I have to pay a fee to borrow equipment?
No – we do not charge any fee for borrowing equipment.
6.0. For how long can equipment be borrowed?
6.1. SISO specifies the maximum period for which each item of equipment can be borrowed. This is normally 2 days, but different periods apply to certain items.
6.2. To borrow the equipment for longer than the maximum period on SISO, you should check if the equipment will be available (using the scheduling chart on SISO) and, if the equipment is available, request an extension by email to the Photography & AV Stores staff at photoavtechs@londonmet.ac.uk at least 48 hours before you want to make the booking.
6.3. No extension to the maximum borrowing period will apply unless approved in advance by the Photography & AV Stores staff. Extensions cannot be guaranteed and may be refused in the interest of maintaining an efficient service to all borrowers. If you borrow equipment for longer than the normal loan period without first obtaining approval, you may incur fines.
6.4 You must continue to comply fully with the terms of this Policy during any extension to the normal borrowing period.
6.5. Where you:
6.5.1. Miss, or are aware that you will miss, a deadline for submission of coursework due to circumstances outside your control; and/or
6.5.2. are aware that you will not be able to return borrowed equipment in time for the return deadline; you must inform the Photography & AV Store staff of the delay in return as soon as possible by email to photoavtechs@londonmet.ac.uk . If you are a student, you may wish to follow the Mitigating Circumstances Procedure in relation to your assessment if it is affected by any medical or personal issue.
7.0. What is the process if I want to borrow equipment?
7.1. All Students must book equipment via SISO. No bookings will be taken by telephone or email.
7.2. For certain equipment you must complete the relevant skills or induction training session before you book and collect that equipment and SISO records once that skills or induction training has been completed.
7.3. If required by your course or module, a relevant risk assessment must be completed and approved by the relevant Academic member of staff before equipment can be collected and you must at all times comply with the Health and Safety legislation that is applicable to the location where equipment will be used. Details of all safety documents at https://londonmet.app.box.com/folder/41702215766
7.4. We may need to restrict the availability of items for the purpose of repairs and maintenance. It may not be possible to provide advanced warning of such restrictions and we reserve the right to cancel or amend bookings where necessary maintenance or repairs have an unavoidable impact on the borrowing of equipment.
8.0. How do I cancel bookings for equipment that I no longer need?
Bookings for any equipment that you have made, but which are no longer required, must be cancelled via SISO in advance of the start of the loan period, thereby releasing the equipment for other students or staff to book. Failure to cancel bookings which are no longer needed may result in a ban on future borrowing.
9.0. Do I have to pay a deposit?
No – you do not have to pay a deposit to loan equipment.
10.0. What is the process for collecting equipment?
10.1. The last bookable collection time is 30 minutes prior to closing and you can collect pre-booked equipment 15 minutes before close. Opening times can be found on the store front page on SISO. https://londonmet.siso.co/ Please do not turn up later than this expecting to collect equipment as the Photography & AV Stores close promptly. The earliest collection time is 10.15am, the following weekday for all bookings made after 4.30pm.
10.2. You must collect the equipment from the Photography & AV Stores during their opening hours (not during public and bank holidays in England and University closure days) at the time that you selected at the point of booking. The booking will be automatically cancelled if the equipment is not collected within one hour of this collection time.
10.3. Under no circumstances can equipment be collected or returned outside the above opening hours.
10.4. You must present your valid Student or Staff ID card (and any other necessary documentation applicable to your booking) to collect booked equipment from the Photography & AV Stores.
10.4.1 If your course allows evening and Saturday access to the studios, you will need to make the booking before lunchtime on the day (or Friday in the case of Saturdays). The equipment you will book will then be locked into the cabinets for your access, then returned neatly to the cabinets at the end of your booking, keys to be collected from Photography and AV Stores (except Saturdays when they should be collected from security staff CMB-60) and then returned to security staff in CMB-60. Training on this process needs to have been undertaken before access.
10.5. The equipment is loaned on an “as is” basis:
10.5.1. At the point of collection, you should check that the equipment is free from damage or faults, that it contains all applicable batteries and other accessories and that there is nothing missing. Kits will be provided with a “kit list” detailing the contents.
10.5.2. If equipment is found to be damaged or faulty or to have anything missing at the inspection, the Photo AV team will try to find you a replacement if one is available. However, this cannot be guaranteed.
10.5.3. If any equipment is returned with any missing part or accessory, you may be held responsible for the replacement costs incurred.
11.0. Are there any restrictions on using the equipment?
11.1. The equipment remains at all times the property of the University and you must neither sell nor dispose of it.
11.2. We may limit the number of items that students can borrow during any week (see SISO for more details).
11.3. Battery-powered equipment will be provided with the appropriate charged cells or packs. During the loan period these items must only be changed for those of the same type or rating.
11.4. Equipment must only be used by students for their assessed coursework or research or other activities that support their academic studies and by staff for teaching or other activities connected with their roles. Equipment must not be used for any other purpose or for commercial or financial gain or for personal use.
11.5. You must not use the equipment in any way that breaches any University guidelines, policies (including, amongst others, the ICT Acceptable Use Policy) and regulations or that brings the University into disrepute.
11.6. You must use the equipment responsibly and in accordance with applicable operating instructions which are provided or made available to you.
11.7. The equipment must not be altered or de-faced and you must not attempt to repair any damage or fault, or to install any replacement part or software, or allow anyone else to do so.
12.0. Can equipment be taken off campus?
12.1. If you are a student, you can take certain equipment off campus, but only for the purpose of completing your assessed course work or research that support your academic studies. A maximum loan period of 2 days still applies unless an extension is agreed with the Photography & AV Store Staff.
12.2. Additional requirements may apply where you are a student on placement which will be dealt with separately.
12.3. You are responsible for the security of equipment both on and off London Metropolitan University premises for the duration of the loan period. You must not leave equipment unattended at any time. Particularly do not leave equipment visible in parked cars.
12.4. If you are a member of the academic staff, you can take equipment off campus, but only for teaching or School approved research purposes. Requests for equipment must be sent by email to an Photography & AV Store Manager at least 48 hours before the intended loan period.
12.5. Technical Staff are permitted to take equipment off campus for University supported projects only. Requests for equipment must be sent by email to an Photography & AV Store staff at least 48 hours before the intended loan period.
13.0. Insurance and liability for loss and theft
13.1. The Borrower is solely responsible for all damage to and/or loss of equipment during the Loan Period.If the equipment (in whole or part) is lost or damaged or is found to have any missing parts or accessories between the point that you collect it and return it then, your right to borrow all or some equipment may be withdrawn for a period agreed by the Head of School .
13.2. Under no circumstances should you endanger yourself or others by attempting to prevent the theft of borrowed equipment. Your personal safety is paramount.
13.3. You must report to the Photography & AV Stores at the earliest opportunity if you lose any equipment (or parts or accessories) or it becomes damaged or faulty while it is booked out to you. Via the Borrowers SiSo account and by emailing photoavtechs@londonmet.ac.uk. This will help you to avoid incurring fines unnecessarily and also to avoid inconveniencing others who may have booked the equipment after you.
A crime reference number from the Police station must be obtained and provided promptly.
13.4. It is highly recommended that all Borrowers have in place appropriate insurance cover for damage or theft up to at least the value of the equipment.
13.5. The Borrower must reimburse London Met for the full cost of replacement and/or repair of lost or damaged Equipment.
Where necessary, you will be notified what the repair or replacement costs amount to. You must pay any such repair or replacement online via the eShop. Replacement is on a like-for-like basis.
13.6. Failure to reimburse London Metro for lost or damaged Equipment will result in disciplinary action.
13.7. You must not attempt to repair any equipment or to install any replacement parts yourself or allow anyone else other than Photography & AV Store staff to do so.
13.8. You must complete a written form containing the full details of loss or theft of equipment including place, date and time the loss or theft occurred. Please email photoavtechs@londonmet.ac.uk for the form.
13.9. If equipment is stolen and we find that you had not taken proper care of it then, Your right to borrow equipment may be withdrawn for a period agreed by the Head of School and/or you may be required to pay us the full amount that we reasonably incur in replacing the equipment on a like for like basis. Payment is due within 14 days starting on the date that we notify you of the amount you are required to pay.
14.0. What is the process for returning equipment?
14.1. Equipment must be returned on or before the return date and time which is specified at the time of booking. You are responsible for checking the return dates and times on your online booking account and for allowing sufficient time to queue and complete the check-in process before that return time has passed.
14.2. Except for fair wear and tear through normal use, you must ensure that the equipment is returned in the same condition it was in at the point of collection and with all accompanying batteries and other accessories with which it was borrowed:
14.2.1. Each kit must be returned with everything in its “kit list”.
14.2.2. Rechargeable batteries should be charged after use if possible. Any faulty lamps in the lighting kits should be reported to the Photography & AV Store Staff.
14.2.3. Equipment memory should be erased before any item with a data storage capability is returned. University staff are not responsible for preserving or retaining any data which remains following the return of such items.
Equipment may be returned before this time during the opening hours of the Photography & AV Stores.
14.4. Equipment must not be returned and left outside the Photography & AV Store rooms before or after the opening hours. Leaving equipment anywhere on the premises unsupervised may result in the user’s SISO account being suspended.
16.0. What happens if I return the equipment late?
16.1. If you do not return any equipment at the end of the applicable loan period then, at our absolute discretion, you may be temporarily or permanently banned from borrowing equipment. Even though there is a good stock of equipment, there is also a high demand. Late returns disadvantage and cause inconvenience to students and staff.
16.2. Fines for late return of equipment work on a tier system, based on the value of the equipment and how overdue it is. You can check the late return fines on each piece of equipment on SiSO by clicking the ‘i’ button next to each item
16.3. Late returns. SISO automatically issues fines for late return of equipment. (See Appendix 1: Fine Tier System for details). Please do not appeal to the Photography & AV Store Staff as they do not generate the fines. If you receive an email from SISO notifying you of a fine, you should log onto your account and check the amount.
16.4. The fine will accrue, as per the tier system, until the equipment is returned to the Photography & AV Store.
After 7 days past the original return date your access to loan equipment and book facilities will be paused until you have paid your fine.
16.5. Once you have returned equipment, you have 7 days to pay the fine in full. Only then will your SISO account be reactivated.
16.5. Fines and payments process. Once you have returned equipment, you have 14 days to pay us the fine in full. After this time, if there is still any part of the fine still unpaid, your account (and ability to borrow) will be suspended until the outstanding amount (including fines) has been settled in full.
Any outstanding fines can be seen by logging into SISO.
Fines should be paid online through the eShop. A receipt will be given which must be shown to Photography & AV Store staff as proof of payment.
17.0. For how long could I be suspended from borrowing equipment?
17.1. In addition to, or instead of, applicable fines, we have the absolute discretion to impose bans or downgrade your access to borrowing equipment in the circumstances set out below. We have no responsibility if any ban causes you problems with completing assessments, course work, research, teaching or with participating in practical classes:
Description of event Length of Suspension
*If you accumulate more than one suspension, the suspensions will run consecutively and not concurrently.
18.0. What happens if fines or other amounts are not paid?
We will take action to recover fines and other amounts that you owe under this Policy. If payment is still not made:
19.1. the debt may be referred to an external debt collection agency and an additional 10% will be added to cover this cost;
19.2. you may be banned from borrowing equipment until you have paid us all outstanding amounts in full; and 20.3. a hold may be placed on your account meaning that, if you are a student, you will be unable to attend a graduation ceremony until all fines and such amounts have been paid in full.
19.0. How do I appeal a fine or a ban on borrowing equipment?
19.1. If you wish to appeal against a sanction under this Policy because there are mitigating circumstances, please email Marcus Bowerman, Head of make.WORKS m.bowerman@londonmet.ac.uk detailing the following information:
Name:
Email address:
Phone Number:
Course:
Programme Leader:
Equipment Booked Out:
Date of Booking:
Equipment Return/Due Date: (Please enter date and time)
Actual Return date: (Please enter date and time)
Fine Total or details of ban on borrowing:
Grounds of Appeal:
19.2.Appeals must be made within 10 working days (Monday to Friday excluding Bank Holidays in England and University closure days).
19.3. Appeals will only be considered valid where you provide details of mitigating circumstances. Appeals without mitigating circumstances will not be considered.
19.4. Valid appeals will be considered by the Team Leader within 10 working days (Monday to Friday excluding public or bank holidays in England and University closure days).
19.5. If your appeal is rejected, and you request a review of our decision within 10 working days starting on the date you are notified about the outcome of your appeal, your appeal will be considered (normally within 10 working days starting on the date that we receive your request for a review) by the Appeals Review Panel whose decision will be final. The panel will consist of a member of the Photography & AV Store staff, an academic member of staff on a relevant or related course and the Team Leader. If your appeal/review is successful the fine will be fully removed and, if applicable, the ban on borrowing lifted.
19.6. If your appeal/review is partially successful, the fine may be partially removed and, if applicable, a ban on borrowing may be lifted, or the length of the ban may be reduced, on condition that you pay all outstanding amounts within a specified period.
20.0. Can I borrow equipment over the Summer?
20.1. Postgraduate students are permitted to use equipment over the Summer (trimester 3) to support assessed course-related or module work.
20.2. Undergraduate students may only borrow equipment over the Summer when completing work for re assessment and have provided documentary evidence of their reassessment to the staff in the Photography & AV Store.
20.3. Once undergraduate modules end (around May) all SISO accounts will be suspended until the start of the next academic year (and induction attendance) and equipment may not be booked for loan via SISO after this time.
20.4. Fines for late return continue to apply to equipment that is borrowed over the Summer.
21.0. What happens if I do not comply with this Policy?
21.1. If you do not comply with this Policy, you may have to pay us fines and/or we may ban you from borrowing equipment (see paragraphs 16 and 18). We have no responsibility if the ban on borrowing causes you problems with completing assessments, course work, research, teaching or with participating in practical classes.
21.2. If you are suspected of any serious misconduct in relation to any equipment that you borrow then, in addition to any fines and/or bans on future borrowing which are specified in this Policy, you may be referred for disciplinary action under the applicable Disciplinary Procedure.
22.0. Does this Policy apply if I borrow equipment from other stores at the University?
No – other stores have their own policies and you should check with relevant staff before you borrow any equipment from them.
23.0. Does the borrowing of equipment constitute a regulated consumer hire agreement?
No, there is no regulated consumer hire agreement under consumer credit legislation –in all cases each booking of equipment lasts no longer than 3 months and no fee is charged.
24.0. Can this Policy be changed?
We may review and update this Policy from time to time and each update will take effect for all bookings from the date it is issued. Each updated Policy will be published on SISO without notice being given to you and you should check for any new version each time you book equipment.
Related Documentation
Student Disciplinary Procedure
Staff Disciplinary Procedure
Personal Mitigating Circumstances Procedure
ICT Acceptable Use Policy
Appendices
Appendix 1: Fine Tier System (late returns)
Appendix 1: Fine Tier System (Late Returns)
The last bookable collection time is 4.00pm and you can collect pre booked equipment until 4.45pm. Collections and returns outside of these hours will not be accepted. After 4.00pm students cannot book equipment for collection until the next day.
Fines for late return of equipment work on a tier system, based on the value of the equipment and how over-due it is. You can check the late return fines on each piece of equipment on SISO by clicking the ‘i’ button next to each item.
Fines will be levied on a tier-based system detailed below:
Example 1: Marantz kit (Tier 2) due to be returned at 12:00pm on a Tuesday
Actually returned at 11:00am on Wednesday
Fine: £7 (£1.50 per hour up to maximum of 5 hours but capped at £7 per day)
Actually returned at 12:01pm on Wednesday
Fine: £14 (As above + additional £7 daily charge)
Example 2: Marantz kit (Tier 2) due to be returned on a Tuesday but returned over a week later Fine: £35 (Maximum tier charge)
smarthub terms and conditions of use
As a user of this system registered or otherwise you agree that if for any reason you are unable to use smarthub for the intended purpose then you will contact your store via telephone, email or in person to resolve the problem. SiSo Software Limited are not responsible or liable in any way for any errors, damages or any other loss caused by your usage of this system. For the avoidance of doubt this includes any loss howsoever suffered including negligence or fraud except where such negligence causes death or personal injury.