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Equipment Reservation and Checkout Policies


Use of Equipment

  • Classroom Technologies (CT) equipment is intended to be used for academic and official university business only.  Equipment for personal or non-State use is not provided.
  • CT equipment may be checked out at no charge by State-funded departments, colleges, and divisions or students for official university business and academic, course related or instructional purposes.
  • Student groups or Clubs which are "Instructionally Related" may also check out equipment. Student groups must make reservations three business days in advance of equipment pickup date.
    • Clubs which are "Instructionally Related" with the following designation. These designations can be verified through the Club Directory or by calling the ASI Club Services at 756-5807.
      Contact ASI Club Services for more information about becoming an "Instructionally Related" club.
      • Club Type: Academic, Honor, Professional
      • Club Affiliation: Sports Club
    • Instructionally Related Activities.(IRAs)
      Direct questions about IRAs to the Academic Programs Office at 756-7299.
  • A valid Faculty/Staff or Student Poly Card must be presented at the time of checkout.
  • Items reserved and not picked up 24 hours after the reservation time are subject to being released to another user.
  • In most circumstances, the maximum check out period is five (5) successive days with the weekend counting as one (1) day.  Failure to return equipment on time may result in late fees, loss of borrowing privileges or other consequences
  • Equipment must be returned in the condition in which it was received.
  • Lost, stolen and damaged equipment will be charged to the borrower at current replacement cost.  CT is not responsible for damage to personal equipment used in conjunction with CT equipment.

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.
  • Class or Event Title must be provided at time of reservation or check-out.

Student Reservations and Check-out Procedure

  • All equipment reservations must be requested in person at one of the CT Media Resource Centers - reservations cannot be made over the phone or via e-mail.
  • Student groups must make reservations three business days in advance of equipment pickup date.
  • Students must present a current Cal Poly ID (Poly Card) at the time of reservation and checkout.
  • Class or Event Title must be provided at time of reservation or check-out.
  • Items reserved and not picked up within 24 hours after the reservation time may be released to another user without notice.

Reservations

  • Items reserved and not picked up 24 hours after the reservation time are subject to being released to another user.
  • CT Media Checkout Centers do NOT take multiple or reoccurring reservations. Each customer may have one checkout and one reservation at a time. Customers may make their next reservation upon pickup of the current or first reservation. This policy applies to faculty, staff and students.

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.

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 CT office, a hold on records and registration will be placed on the student's record.

Damaged, Lost or Stolen Equipment

  • Any damaged or missing equipment/accessories will be charged to the user. (Parts and Accessories Replacement Costs.)
  • 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.
  • CT is not responsible for damage to user's personal equipment used in conjunction with CT equipment.