Bookings and Loans Policy - Revision history

A.j.davison: /* Loss, Theft & Damage */

2026-09-22T10:30:49Z

Loss, Theft & Damage

← Older revision		Revision as of 10:30, 22 September 2026
Line 181:		Line 181:
	You must at all times take good care of the equipment and keep it safely and securely stored when left unattended. If equipment is to be used as part of an unattended temporary installation or display, security arrangements must be approved by the relevant Technical Manager before you make a booking.		You must at all times take good care of the equipment and keep it safely and securely stored when left unattended. If equipment is to be used as part of an unattended temporary installation or display, security arrangements must be approved by the relevant Technical Manager before you make a booking.
	You must report any theft of the equipment to the local Police at the earliest opportunity and obtain a crime reference number.		You must report any theft of the equipment to the local Police at the earliest opportunity and obtain a crime reference number.

	You must also inform staff in the Equipment Store at the earliest opportunity, and not later than the scheduled return time, providing them with the crime reference number. You will be required to complete and sign an incident report form. This may be partially completed by Equipment Store staff using the information you have previously provided, but must be signed by you for confirmation of accuracy.		You must also inform staff in the Equipment Store at the earliest opportunity, and not later than the scheduled return time, providing them with the crime reference number. You will be required to complete and sign an incident report form. This may be partially completed by Equipment Store staff using the information you have previously provided, but must be signed by you for confirmation of accuracy.

	Under no circumstances should you endanger yourself or others by attempting to prevent the theft of borrowed equipment. Your personal safety is paramount.		Under no circumstances should you endanger yourself or others by attempting to prevent the theft of borrowed equipment. Your personal safety is paramount.
	If equipment is stolen and we find that you had not taken proper care of it, then at our absolute direction you may be suspended from borrowing equipment in the future (see "For how long could I be suspended from borrowing equipment?") and/or 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.		If equipment is stolen and we find that you had not taken proper care of it, then at our absolute direction you may be suspended from borrowing equipment in the future (see "For how long could I be suspended from borrowing equipment?") and/or 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.

	===What happens if I lose ~~the~~ equipment or it becomes damaged while it is booked out to me ~~or there are any missing parts~~?===		===What happens if I lose equipment or it becomes damaged while it is booked out to me?===

	You must report to the Equipment Store 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.		You must report to the Equipment Store 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.

	You must not attempt to repair any equipment or to install any replacement parts or allow anyone else other than Equipment Store staff to do so.		You must not attempt to repair any equipment or to install any replacement parts or allow anyone else other than Equipment Store staff to do so.

	You are '''solely responsible''' for the equipment from the point you collect it up to the point you return it to staff at the Equipment Store. 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, at our absolute discretion, you may be suspended from borrowing equipment in the future (see "For how long could I be suspended from borrowing equipment?"). You may also be required to pay us the cost that we reasonably incur on repairs or replacements. The amount will be assessed on a case by case basis and payment must be made within 14 days starting on the date that we notify you of the amount that you are required to pay.		You are '''solely responsible''' for the equipment from the point you collect it up to the point you return it to staff at the Equipment Store. 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, at our absolute discretion, you may be suspended from borrowing equipment in the future (see "For how long could I be suspended from borrowing equipment?"). You may also be required to pay us the cost that we reasonably incur on repairs or replacements. The amount will be assessed on a case by case basis and payment must be made within 14 days starting on the date that we notify you of the amount that you are required to pay.

A.j.davison: /* Late returns */

2026-09-22T10:25:33Z

Late returns

← Older revision		Revision as of 10:25, 22 September 2026
Line 251:		Line 251:
	* Fines are rounded up to the nearest whole pound.		* Fines are rounded up to the nearest whole pound.
	* '''Please do not appeal to the Equipment Store Staff as they do not generate the fines'''. If you receive an email from us notifying you of a fine, you should log onto your account and check the amount.		* '''Please do not appeal to the Equipment Store Staff as they do not generate the fines'''. If you receive an email from us notifying you of a fine, you should log onto your account and check the amount.
	*# '''Fines and payments process~~'''~~
			====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.		* 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.

A.j.davison: Use of suspension rather than ban

2026-09-22T10:24:51Z

Use of suspension rather than ban

Show changes

A.j.davison: /* Fines & Bans */ Modified wording and shift from fines to suspensions.

2026-09-22T10:19:33Z

Fines & Bans: Modified wording and shift from fines to suspensions.

← Older revision		Revision as of 10:19, 22 September 2026
Line 235:		Line 235:
	If you are a student, you may wish to follow the Personal Mitigating Circumstances Procedure (PMC) in relation to your assessment if it is affected by any medical or personal issue. If equipment is returned late, you will incur fines, whether or not you informed us of the delay. Any fines you do incur can only be waived if you make an appeal which is successful (see "How do I appeal a fine or a ban on borrowing equipment?"). Where you have made a PMC submission, you should refer to this in your appeal.		If you are a student, you may wish to follow the Personal Mitigating Circumstances Procedure (PMC) in relation to your assessment if it is affected by any medical or personal issue. If equipment is returned late, you will incur fines, whether or not you informed us of the delay. Any fines you do incur can only be waived if you make an appeal which is successful (see "How do I appeal a fine or a ban on borrowing equipment?"). Where you have made a PMC submission, you should refer to this in your appeal.

	==Fines ~~& Bans~~==		==Suspensions and Fines==

			For reasons of fairness and equality we endeavour not to impose financial penalties wherever possible, though we reserve the right to do so in specific or exceptional circumstances.

	===How are fines calculated and charged?===		===How are fines calculated and charged?===

A.j.davison at 10:12, 22 September 2026

2026-09-22T10:12:15Z

Show changes

A.j.davison: /* Making a Booking */

2026-09-22T10:07:00Z

Making a Booking

← Older revision		Revision as of 10:07, 22 September 2026
Line 124:		Line 124:

	==Making a Booking==		==Making a Booking==


	===What is the process if I want to borrow equipment?===		===What is the process if I want to borrow equipment?===
Line 138:		Line 137:

	Staff are responsible for booking the equipment that they require for taught sessions in advance. Where multiple items are required, it is recommended that such bookings are made a '''minimum of 3 weeks in advance'''. Availability cannot be guaranteed.		Staff are responsible for booking the equipment that they require for taught sessions in advance. Where multiple items are required, it is recommended that such bookings are made a '''minimum of 3 weeks in advance'''. Availability cannot be guaranteed.


	===How do I cancel bookings for equipment that I no longer need?===		===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 our online booking system 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 (see "For how long could I be banned from borrowing equipment?").		Bookings for any equipment that you have made, but which are no longer required, must be cancelled via our online booking system 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 (see "For how long could I be banned from borrowing equipment?").


	===Do I have to pay a deposit?===		===Do I have to pay a deposit?===

A.j.davison: /* Making a Booking */

2026-09-22T10:06:50Z

Making a Booking

← Older revision		Revision as of 10:06, 22 September 2026
Line 124:		Line 124:

	==Making a Booking==		==Making a Booking==


	===What is the process if I want to borrow equipment?===		===What is the process if I want to borrow equipment?===
Line 137:		Line 138:

	Staff are responsible for booking the equipment that they require for taught sessions in advance. Where multiple items are required, it is recommended that such bookings are made a '''minimum of 3 weeks in advance'''. Availability cannot be guaranteed.		Staff are responsible for booking the equipment that they require for taught sessions in advance. Where multiple items are required, it is recommended that such bookings are made a '''minimum of 3 weeks in advance'''. Availability cannot be guaranteed.


	===How do I cancel bookings for equipment that I no longer need?===		===How do I cancel bookings for equipment that I no longer need?===

A.j.davison: /* Do I have to pay a deposit? */

2026-09-22T10:06:32Z

Do I have to pay a deposit?

← Older revision		Revision as of 10:06, 22 September 2026
Line 145:		Line 145:
	===Do I have to pay a deposit?===		===Do I have to pay a deposit?===

	~~Our online booking system indicates for which equipment a deposit is required and the amount you have to pay. Deposits~~ are ~~fully refundable when equipment is returned in the~~ required ~~condition (see "What is the process for returning equipment?") unless you owe us any amounts under this Policy in which case we may use the deposit in or towards payment of such amounts~~.		No, deposits are not required.


	==Collecting & Using Equipment==		==Collecting & Using Equipment==

A.j.davison: /* What is the process for collecting equipment? */

2026-09-22T09:46:35Z

What is the process for collecting equipment?

← Older revision		Revision as of 09:46, 22 September 2026
Line 152:		Line 152:
	===What is the process for collecting equipment?===		===What is the process for collecting equipment?===

	You ~~must~~ collect ~~the~~ equipment from the Equipment Store at New Adelphi ~~during its opening hours (see below)~~ at the time ~~that you~~ selected at the point of booking. ~~The~~ booking will be automatically ~~cancelled~~ if the equipment ~~is not collected at this collection time~~.		You may collect equipment from the Equipment Store at New Adelphi at the time selected at the point of booking. A short grace period applies at the Equipment Store's discretion, but the booking will be cancelled automatically if the equipment remains uncollected.
	Under no circumstances can equipment be borrowed or returned outside the opening hours ~~(see below)~~.
			Under no circumstances can equipment be borrowed or returned outside the Equipment Store's opening hours.

	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 Equipment Store.		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 Equipment Store.
	The equipment is loaned on an “as is” basis:		The equipment is loaned on an “as is” basis.

	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.		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.

	If equipment is found to be damaged or faulty or to have anything missing on such inspection, our only responsibility is to try to find you a replacement if one is available.		If equipment is found to be damaged or faulty or to have anything missing on such inspection, our only responsibility is to try to find you a replacement if one is available.
	If any equipment is returned with any missing part or accessory, you will be responsible for the replacement costs that we reasonably incur (see "What happens if I lose the equipment or it becomes damaged...?").


	~~Opening hours:~~

	~~Trimesters 1 and 2~~

	~~Monday to Friday 8.30am – 6.30pm (excluding public and bank holidays in England and University closure days)~~

	~~Trimester 3 (Summer)~~

	~~Monday to Friday – 9.30am – 4.30pm (but closed 12.30pm – 1.30pm, excluding public and bank holidays in England and University closure days)~~

			If any equipment is returned with any missing part or accessory, you will be responsible for the replacement costs that we reasonably incur (see "What happens if I lose the equipment or it becomes damaged?").

	===Are there any restrictions on using the equipment?===		===Are there any restrictions on using the equipment?===

A.j.davison: Unattended equipment and reference tweaks

2026-09-22T09:36:19Z

Unattended equipment and reference tweaks

Show changes