Bookings and Loans Policy - Revision history

A.j.davison: /* What is the process if I want to borrow equipment? */

2026-09-07T14:01:02Z

What is the process if I want to borrow equipment?

← Older revision		Revision as of 15:01, 7 September 2026
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	All equipment must be booked via our online booking system. No bookings will be taken over the phone or by email.		All equipment must be booked via our online booking system. No bookings will be taken over the phone or by email.

	You must complete the relevant skills or induction training session before you book and collect equipment and our online booking system records once skills or induction training has been completed.		You must complete the relevant skills or induction training session before you book and collect equipment and our online booking system records once skills or induction training has been completed.

	If required by your course or module, a relevant risk assessment must be completed and approved by academic staff before equipment can be collected.		If required by your course or module, a relevant risk assessment must be completed and approved by academic staff before equipment can be collected.
	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 can be found at http://www.hr.salford.ac.uk/safety/		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 can be found at http://www.hr.salford.ac.uk/safety/

	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.		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.
	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: /* For how long could I be banned from borrowing equipment? */

2026-09-07T13:58:41Z

For how long could I be banned from borrowing equipment?

← Older revision		Revision as of 14:58, 7 September 2026
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	===For how long could I be banned from borrowing equipment?===		===For how long could I be banned from borrowing equipment?===

	In addition to, or instead of, ~~applicable fines~~, we have the absolute discretion to impose bans on borrowing 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:~~		In addition to, or instead of, financial penalties, we have the absolute discretion to impose bans on borrowing in the circumstances set out below.

	{\| class="wikitable"		Access to loan equipment is not guaranteed and we have no responsibility if any ban causes you problems with completing assessments, course work, research, teaching or with participating in practical classes.

			{\| class="wikitable" style="text-align:left;"
	\|-		\|-
	! Occurance		! style="text-align:left;" \| Occurance
	! Suspension		! style="text-align:left;" \| Suspension
	\|-		\|-
	! You are late collecting equipment on at least 3 occasions		\| You are late collecting equipment on at least 3 occasions
	\| One week		\| One week
	\|-		\|-
	! The second occasion you return any equipment late		\| The second occasion you return any equipment late
	\| One week		\| One week
	\|-		\|-
	! The third occasion you return any equipment late*		\| The third occasion you return any equipment late*
	\| One week		\| One week
	\|-		\|-
	! The fourth occasion you return any equipment late*		\| The fourth occasion you return any equipment late*
	\| Three months		\| Three months
	\|-		\|-
	! You return any equipment more than one week late		\| You return any equipment more than one week late
	\| Three months		\| Three months
	\|-		\|-
	! You fail to cancel bookings for equipment you no longer wish to borrow on at least 3 occasions		\| You fail to cancel bookings for equipment you no longer wish to borrow on at least 3 occasions
	\| Three months		\| Three months
	\|-		\|-
	! The fifth occasion you return any equipment late*		\| The fifth occasion you return any equipment late*
	\| Permanent		\| Permanent
	\|-		\|-
	! Your negligent, careless or reckless behaviour causes loss of or damage or faults to the equipment		\| Your negligent, careless or reckless behaviour causes loss of or damage or faults to the equipment
	\| Permanent		\| Permanent
	\|-		\|-
	! Equipment is stolen and you had left it unattended without taking adequate security precautions		\| Equipment is stolen and you had left it unattended without taking adequate security precautions
	\| Permanent		\| Permanent
	\|-		\|-
	! Any fines or other amounts that you owe us under this Policy remain unpaid after the due date for payment		\| Any fines or other amounts that you owe us under this Policy remain unpaid after the due date for payment
	\| Until such time as all outstanding fines/amounts are paid in full		\| Until such time as all outstanding fines/amounts are paid in full
	\|}		\|}

	~~==*==~~If you accumulate more than one ban, the bans will run consecutively and not concurrently.		If you accumulate more than one ban, the bans will run consecutively and not concurrently.

	===What happens if fines or other amounts are not paid?===		===What happens if fines or other amounts are not paid?===

A.j.davison: /* For how long could I be banned from borrowing equipment? */

2026-09-07T13:54:53Z

For how long could I be banned from borrowing equipment?

← Older revision		Revision as of 14:54, 7 September 2026
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	\|-		\|-
	! Equipment is stolen and you had left it unattended without taking adequate security precautions		! Equipment is stolen and you had left it unattended without taking adequate security precautions
	\| ~~At our absolute discretion but may be permanent~~		\| Permanent
	\|-		\|-
	! Any fines or other amounts that you owe us under this Policy remain unpaid after the due date for payment		! Any fines or other amounts that you owe us under this Policy remain unpaid after the due date for payment

A.j.davison: /* For how long could I be banned from borrowing equipment? */

2026-09-07T13:54:30Z

For how long could I be banned from borrowing equipment?

← Older revision		Revision as of 14:54, 7 September 2026
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	{\| class="wikitable"		{\| class="wikitable"
	\|-		\|-
	! ~~==Description of event==~~		! Occurance
	! ~~==Length of ban==~~		! Suspension
	\|-		\|-
	! You are late collecting equipment on at least 3 occasions		! You are late collecting equipment on at least 3 occasions
	\| ~~one~~ week		\| One week
	\|-		\|-
	! The second occasion you return any equipment late		! The second occasion you return any equipment late
	\| ~~one~~ week		\| One week
	\|-		\|-
	! The third occasion you return any equipment late*		! The third occasion you return any equipment late*
	\| ~~one month~~		\| One week
	\|-		\|-
	! The fourth occasion you return any equipment late*		! The fourth occasion you return any equipment late*
	\| 3 months		\| Three months
	\|-		\|-
	! You return any equipment more than one week late		! You return any equipment more than one week late
	\| 3 months		\| Three months
	\|-		\|-
	! You fail to cancel bookings for equipment you no longer wish to borrow on at least 3 occasions		! You fail to cancel bookings for equipment you no longer wish to borrow on at least 3 occasions
	\| 3 months		\| Three months
	\|-		\|-
	! The fifth occasion you return any equipment late*		! The fifth occasion you return any equipment late*
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	==*==If you accumulate more than one ban, the bans will run consecutively and not concurrently.		==*==If you accumulate more than one ban, the bans will run consecutively and not concurrently.


	===What happens if fines or other amounts are not paid?===		===What happens if fines or other amounts are not paid?===

A.j.davison: /* What happens if I return the equipment late? */

2026-09-07T13:52:13Z

What happens if I return the equipment late?

← Older revision		Revision as of 14:52, 7 September 2026
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	are aware that you will not be able to return borrowed equipment in time for the return deadline;		are aware that you will not be able to return borrowed equipment in time for the return deadline;

	you must inform the Equipment Store staff of the delay as soon as possible either by telephone on 0161 295 2010 or email to [mailto:~~am-~~equipment@~~salford.ac~~.uk ~~am-~~equipment@~~salford.ac~~.uk].		you must inform the Equipment Store staff of the delay as soon as possible either by telephone on 0161 295 2010 or email to [mailto:equipment@newadelphi.uk equipment@newadelphi.uk].

	If you do not return any equipment at the end of the loan period, you may at our absolute discretion be required to pay us fines and, if you are repeatedly late returning equipment, you may also be temporarily or permanently banned from borrowing equipment (see paragraphs 17 and 18). Fines and bans on borrowing are to encourage professional practice, to ensure that the equipment continues to be of usable quality and to ensure fair access to the equipment by all students and staff. 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.		If you do not return any equipment at the end of the loan period, you may at our absolute discretion be required to pay us fines and, if you are repeatedly late returning equipment, you may also be temporarily or permanently banned from borrowing equipment (see paragraphs 17 and 18). Fines and bans on borrowing are to encourage professional practice, to ensure that the equipment continues to be of usable quality and to ensure fair access to the equipment by all students and staff. 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.

	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 paragraph 20). 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 paragraph 20). Where you have made a PMC submission, you should refer to this in your appeal.


	==Fines & Bans==		==Fines & Bans==

A.j.davison: Move storage out to its own section to highlight importance

2026-09-07T13:37:02Z

Move storage out to its own section to highlight importance

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 Group bookings are not permitted and each booking must be made by a single student or member of staff against their student or staff ID card who will be fully responsible for the equipment.
@@ Line 170: / Line 224: @@
 The booking return time (or any extension to it which is permitted under paragraph 6.2) is ==the latest== time the equipment should be returned. Equipment may be returned before this time during the opening hours of the Equipment Store (see paragraph 10).
 Equipment must not left at the Equipment Store outside its opening hours (see paragraph 10).

A.j.davison: Restructure for readability after adding digital storage policy

2026-09-07T13:32:04Z

Restructure for readability after adding digital storage policy

Show changes

A.j.davison at 13:24, 7 September 2026

2026-09-07T13:24:49Z

← Older revision		Revision as of 14:24, 7 September 2026
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	The booking return time (or any extension to it which is permitted under paragraph 6.2) is ==the latest== time the equipment should be returned. Equipment may be returned before this time during the opening hours of the Equipment Store (see paragraph 10).		The booking return time (or any extension to it which is permitted under paragraph 6.2) is ==the latest== time the equipment should be returned. Equipment may be returned before this time during the opening hours of the Equipment Store (see paragraph 10).
	Equipment must not left at the Equipment Store outside its opening hours (see paragraph 10).		Equipment must not left at the Equipment Store outside its opening hours (see paragraph 10).


			==Digital Storage Policy==

			To support equipment loans and ensure storage is available to all users, SD cards will now be included with applicable equipment bookings.

			===What equipment includes an SD card?===

			An SD card will be issued with equipment that requires removable storage, including:

			* Cameras
			* Audio recorders
			* Other compatible recording devices

			The SD card forms part of the device loan and must remain with the device throughout the booking.

			===Returning your equipment===

			When returning equipment, the issued SD card must be returned inside the device. Failure to return the SD card with the equipment may result in a replacement charge.

			===Data storage and deletion===

			All SD cards issued by the Equipment Store are formatted when equipment bookings are checked back into the store. This process permanently removes all data from the card.

			Before returning equipment, you must ensure that:

			* All files have been copied to your own storage.
			* Any work you wish to keep has been backed up.
			* No files remain on the loaned SD card that you may need later.
			* Personal storage does not remain in the device.

			The Equipment Store bears no responsibility for lost work and cannot recover files that have been deleted during the formatting process.

			===Lost or damaged SD cards===

			Lost, missing, or damaged SD cards will incur a flat replacement charge of ==£20== per card. This charge is applied to your connect2 account and will subsequently suspend booking privileges until the outstanding balance is paid in full. If the card is subsequently returned prior to payment, the charge will be reduced to ==£10==.

			===Using your own storage===

			You are welcome to use your own SD cards or storage media with loaned equipment. However, please be aware of the following:

			* Equipment will still be issued with a store-owned SD card.
			* The issued SD card must be returned with the equipment at the end of the booking.
			* If you removed the issued card during your booking, you are responsible for ensuring it is placed back in the device before check-in.

			===Purchasing your own SD card===

			The Equipment Store recommends that students purchase their own storage media for use throughout their course. We are happy to provide advice on suitable cards for different equipment and workflows — please ask at the counter or email [mailto:equipment@newadelphi.uk equipment@newadelphi.uk].

			We also aim to keep a limited stock of 128GB SanDisk Extreme Pro microSD cards available for purchase from the store at cost price, subject to availability. Based on current performance, reliability, and pricing, we have identified this card as the most suitable option for most student requirements.

			===Need further help?===

			If you are unsure about storage requirements, compatible SD cards for your equipment, or anything else related to this policy or equipment, please speak to a member of the Equipment Store team before your booking.

A.j.davison: Reworking to generalise rules across all store services, and to better fit with presentation on MediaWiki.

2025-09-12T11:13:09Z

Reworking to generalise rules across all store services, and to better fit with presentation on MediaWiki.

← Older revision		Revision as of 12:13, 12 September 2025
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	This Policy sets out the terms and conditions which apply to students and staff of the School of Arts, Media & Creative Technology who book time in technical facilities or borrow specialist equipment ~~from the New Adelphi Equipment Store~~.		This Policy sets out the terms and conditions which apply to students and staff of the School of Arts, Media & Creative Technology who book time in technical facilities or borrow specialist equipment.


	==To whom does this policy apply?==		==To whom does this policy apply?==
	~~<br />~~
	# All students and staff who borrow equipment must comply with this Policy.		# All students and staff who borrow equipment must comply with this Policy.
	# Additional requirements apply to students who are on placement ~~which~~ will be ~~dealt with separately~~ with each student.		# Additional requirements apply to students who are on placement. This will be an individual arrangement, discussed with each student.
	# By making a booking ~~to borrow equipment~~ students and staff agree to comply with this Policy (as updated from time to time).		# By making a booking, students and staff agree to comply with this Policy (as updated from time to time).


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	You must be either:		You must be either:

	# registered as a current student with the University for a relevant ~~A&M~~ programme or module within a programme (as stated on our online booking system); or		# registered as a current student with the University for a relevant programme or module within a programme (as stated on our online booking system); or
	# a current member of staff ~~in the School of A&M~~.		# a current member of staff.

	~~(''Note:~~ If you do not fall into either of the above categories, you may still be permitted to borrow equipment, but only with advance written authorisation from the relevant Technical Manager~~''); and~~		If you do not fall into either of the above categories, you may still be permitted to borrow equipment, but only with advance written authorisation from the relevant Technical Manager.

			In addition, you must:

	# NOT be banned from borrowing equipment under this Policy;		# NOT be banned from borrowing equipment under this Policy;
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	# NOT be on a break from your studies or employment.		# NOT be on a break from your studies or employment.

	You must not borrow equipment on behalf of anyone else or allow anyone else (including another student or member of staff) to use the equipment while you are borrowing it ~~(even if they are within A&M)~~.		You must not borrow equipment on behalf of anyone else or allow anyone else (including another student or member of staff) to use the equipment while you are borrowing it. You are responsible for all borrowing of equipment that is made using your student or staff ID.
	You are responsible for all borrowing of equipment that is made using your student or staff ID.
	Group bookings are not permitted and each booking must be made by a single student or member of staff against their student or staff ID card who will be fully responsible for the equipment.		Group bookings are not permitted and each booking must be made by a single student or member of staff against their student or staff ID card who will be fully responsible for the equipment.

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	==What equipment can be borrowed?==		==What equipment can be borrowed?==

	Our online booking system shows the equipment and associated accessories for which you have completed induction training and which is available for you to borrow. Certain equipment is prioritised for use by programmes with specific module requirements ~~and please check our online booking system for further details~~.		Our online booking system shows the equipment and associated accessories for which you have completed suitable induction training, and which is available for you to borrow. Certain equipment may be prioritised for use by programmes with specific module requirements.

	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.		All equipment is subject to availability. We cannot guarantee that any item you wish to borrow will be available at the time requested, or for the period that you wish to use it, even if a booking is in place. Circumstances beyond our control may render equipment unavailable, and there is no guarantee of replacement.


	==Do I have to pay a fee to borrow equipment?==		==Do I have to pay a fee to borrow equipment?==

	No ~~– we~~ do not charge any fee for borrowing equipment.		No. We do not charge any fee for borrowing equipment.


	==For how long can equipment be borrowed?==		==For how long can equipment be borrowed?==

	There is ~~a 3-day~~ standard loan period ~~for all~~ equipment.		There is no standard loan period, though a maximum booking length of one week is generally used. Loan durations can vary by equipment type and availability, induction level, intended use, and many other factors.
	~~Any extension~~ to the ~~standard loan period must be approved in advance by Equipment Store staff under~~ the ~~process set out below~~. Any equipment that is not returned before the end of the ~~applicable~~ loan period will incur fines ~~(see paragraph 16)~~. Repeated late return of equipment may also result in you being banned from borrowing equipment ~~(see paragraph 18)~~.
	~~If, due~~ to the ~~specific nature of your course work, research or teaching,~~ an ~~extended loan period is required, you should first check if~~ the ~~equipment is available for~~ the ~~extended period (~~using the ~~scheduling chart on our~~ online booking system). If the ~~equipment is available~~, ~~you~~ must ~~then obtain permission from Equipment Store staff~~. ~~Equipment Store staff~~ will consider each request in the context of maintaining an efficient borrowing facility for other students and staff and extensions will not exceed a reasonable period.		The online booking system will display a calendar and allow the borrower to input their own booking collection, duration, and return times. Where equipment is not available the system will direct the borrower to make appropriate changes to fit with other bookings and the specific requirements of those items.
	Extended loans will only be permitted where they will not impinge on other already booked loans. The maximum duration of each booking must in no event exceed 3 months.
			It is not acceptable to retain equipment beyond the return time stated on your booking. Any equipment that is not returned before the end of the agreed loan period will result in an automatic account suspension, and may incur fines. Repeated late return of equipment may also result in you being banned from borrowing equipment.

			==Can I extend my booking?==
			Any extension to the loan duration must be made as an amendment to the existing booking. Some bookings may be amended by the borrower without contacting the related store service by editing the loan duration using the online booking system. The system will only permit changes within the rules stipulated by the existing booking and it may not be possible to extend any or all items within a booking.

			Extensions which exceed the rules applied to the original booking must be approved in advance by the relevant store staff, and only those staff can apply such extensions to a booking.

			Requests for extending loans must be made at least 24 hours before the earliest expected return date of any item within a booking. Please use the contact details provided on the booking system front page.

			Staff will consider each request in the context of maintaining an efficient borrowing facility for other students and staff and extensions will not exceed a reasonable period. Extended loans will only be permitted where they will not impinge on other already booked loans. The maximum duration of each booking must in no event exceed 3 months.

			You must continue to comply fully with the terms of this Policy during any extension to your loan period.

	Disputes regarding extensions will be referred to appropriate Technical Manager whose decision will be final.		Disputes regarding extensions will be referred to appropriate Technical Manager whose decision will be final.
	~~You must continue to comply fully with the terms of this Policy during any extension to your loan period.~~
	~~Where you:~~

	~~miss, or~~ are ~~aware that you will miss, a deadline for submission of coursework due to circumstances outside your control; and/or~~		Extensions are not guaranteed.
	~~are aware that you will~~ not ~~be able to return borrowed equipment in time for the return deadline;~~

	you must inform the Equipment Store staff of the delay as soon as possible either by telephone on 0161 295 2010 or email to [mailto:am-equipment@salford.ac.uk am-equipment@salford.ac.uk]. 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 paragraph 20). Where you have made a PMC submission, you should refer to this in your appeal.


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	==What happens if I return the equipment late?==		==What happens if I return the equipment late?==


			Where you:

			miss, or are aware that you will miss, a deadline for submission of coursework due to circumstances outside your control; and/or
			are aware that you will not be able to return borrowed equipment in time for the return deadline;

			you must inform the Equipment Store staff of the delay as soon as possible either by telephone on 0161 295 2010 or email to [mailto:am-equipment@salford.ac.uk am-equipment@salford.ac.uk].

	If you do not return any equipment at the end of the loan period, you may at our absolute discretion be required to pay us fines and, if you are repeatedly late returning equipment, you may also be temporarily or permanently banned from borrowing equipment (see paragraphs 17 and 18). Fines and bans on borrowing are to encourage professional practice, to ensure that the equipment continues to be of usable quality and to ensure fair access to the equipment by all students and staff. 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.		If you do not return any equipment at the end of the loan period, you may at our absolute discretion be required to pay us fines and, if you are repeatedly late returning equipment, you may also be temporarily or permanently banned from borrowing equipment (see paragraphs 17 and 18). Fines and bans on borrowing are to encourage professional practice, to ensure that the equipment continues to be of usable quality and to ensure fair access to the equipment by all students and staff. 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.

			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 paragraph 20). Where you have made a PMC submission, you should refer to this in your appeal.

Andy: Initial formatting attempt without alteration of content.

2025-02-26T15:26:23Z

Initial formatting attempt without alteration of content.

Show changes