Facilities & Resources - Media Equipment

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Greenlee School
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515-294-0303
greenlee@iastate.edu

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• Overnight Policy
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Overnight Policy

Remember, in its simplest form, our overnight policy means that a student borrows equipment, uses it for one night, and returns it by 11:00 a.m. the next day. If a student checks out equipment on Saturday, then they return it by 11:00 a.m. the following Monday.

Example: Jane Doe checks out on Monday afternoon one camera, two batteries, one tripod, one lav mic and one XLR cable. She needs to return everything by 11:00 a.m. on Tuesday; if she doesn’t, she’ll be assessed a late fee of $0.50 per minute.

However, we can fudge this policy a bit. If a student asks for a longer check-out duration, we can allow an additional night as long as there are no more than two reservations on the next day. If there are more than two, then the student needs to make another reservation for the next day.

Example: Jane Doe checks out the equipment on Monday afternoon, and she asks if she can keep it until Wednesday. You need to check the calendar to see how many equipment reservations we have on Tuesday (if any). If there are zero, one or two, then yes, she can keep it; just make a note on the calendar of her new return date. If there are three or more, then she’ll need another reservation written on the calendar for Tuesday. Of course, if there are six, then we’re already booked, so she can’t keep it.

Generally, if a student asks to keep the equipment for more than two nights, and if they’re able to keep it that long, then we’ll need to check back with them at least once throughout the duration. If nothing else, they might have to return the batteries to have them re-charged or exchange them for others. Use your judgment in this situation, but here’s a suggestion: check back with them on a date that, when you look at the calendar, appears it may be quite busy. Remind them that if we should “book” that day—record six reservations—then they’ll need to return the equipment out of fairness to those that also need access to it.

Example: Jane Doe checks out equipment on Monday afternoon, and she asks if she can keep it until Friday. You check the calendar, and you don’t see any reservations on Tuesday or Wednesday, so she’s OK to keep everything at least until Thursday. However, on Thursday, you notice three reservations. Tell her that you’ll write another reservation for her on Thursday, but if we book that day (obtain three more people who want to check out equipment), then she’ll need to return everything on Thursday since she’ll have already had it for three nights. Also mention that we’ll call her as that day approaches to let her know one way or the other. This way, if we do indeed book, then she shouldn’t be surprised or upset if we call her and tell her to bring everything back. If we don’t, then she’s got the reservation for Thursday, so she can hang onto everything until Friday.