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Policies

Student Equipment Policies
Updated: 11 August 2018
 

School of Art and Communication (SOAC) is pleased to announce the availability of technological equipment for free loan to SOAC students from two locations: Kendall Hall Room 30 and AIMM Building Room 204. The policies printed below detail how students may request and use the equipment. We look forward to serving our students by providing this service in support of their academic needs on the campus. The policies and use durations are as follows:

ELIGIBILITY

Only students registered for the current semester are allowed to check out SOAC equipment. Breaks in between semesters do not count as the current semester. Students actually taking classes during the Summer term and Winter term may reserve equipment during those respective times. In addition, an equipment use agreement form must be signed upon checking out equipment.

Any reservations placed will not be released to students without their TCNJ ID, and a current photo ID card, e.g. a driver’s license. The secondary form of photo ID must be issued from a recognized governmental agency (e.g. the Department of Licensing, State Department, etc.). Requests for exceptions to the registration policy must be directed to Kevin Potucek, Assistant Director of Media Technology at kevinpot@tcnj.edu, or to our email equipment@tcnj.edu.

Reservations may not be made under a club or association’s TCNJID- students must book equipment under their own TCNJID and name in order for us to track who has accepted responsibility for the equipment, and to prevent students from having more than one item of each type of equipment. This allows all students to have equal access to equipment. During summer term we check out to students that are enrolled.

CHECK-OUT LENGTH

SOAC equipment may be checked out for official College work days, two business days being the maximum checkout. The manner in which “Two days” is defined is the following: If a student picks up the equipment on Monday at 4:30 P.M., it is due back by 4:30 P.M. on the Wednesday. In other words, the student has effective use of the equipment for two full University work days following the day that the equipment is checked out, if it is a “Two day” reservation.  Weekends and holidays do not count as College work days. However, equipment checked out on Friday is due back on Monday. Holiday checkout is on a case-by-case basis and is considered by the supervisor of the equipment. We also have same-day checkouts of rooms/labs available for a reservation length of three hours. Some departments may choose to set the check-out lengths to different times for specialty equipment; that information will be on file in the equipment room.

RENEWALS

Equipment that is checked out is due back to the equipment room by the reservation return time. Renewals are not automatic. Renewals are only possible if equipment is available and may only be determined on a case-by-case basis. If the request for renewal is denied then the equipment must be returned as scheduled. If the request for renewal is possible, a tech will work with you to establish a new due date that may not exceed two additional business days. You are only ever eligible for one renewal. Equipment that becomes overdue because you are denied a renewal is considered late and late penalties will be incurred.

LATE PENALTIES

Equipment that is returned late will incur the following penalties:

The first penalty for late equipment is a written warning. The second penalty for returning equipment late will be losing the privilege of borrowing any equipment for three weeks. A third late return will result in losing your privilege to use equipment for the rest of the semester. If you have a late return penalty at one of the two locations, you will be restricted at both locations.

Penalties Beyond Restrictions:
If arrangement for the return of any equipment that is more than three working days of the due date, an administrative hold will be placed on the student’s registration. If arrangement for the return of any equipment that is more than three working days late, the equipment will be reported to the Campus Police as misappropriated and in need of recovery. There will be no exceptions to this policy.

Note: All equipment due back on the last day of the semester is due back is due that day. Failure to return equipment before a break between semesters (except when granted permission by a program coordinator) will be considered an extreme circumstance. The student will be restricted from reserving equipment for the following semester and the equipment will be reported to the Campus Police as misappropriated and in need of recovery.

REQUESTING EQUIPMENT

Student requests for use of equipment will be accepted via email,  phone, or in person.  Equipment will be assigned on a first-come, first-served basis based on the time the request was placed. Requests for use of equipment will be accepted a maximum of two months before the desired pick-up date. (i.e. requests for November 10th will not be accepted before September 10th.)

EQUIPMENT PICK-UP

Equipment must be picked up on the scheduled day and time or the reservation will be canceled.  Students who fail to pick-up reserved equipment within an hour of the reservation are forfeiting the reservation and that equipment may be repurposed for others. Equipment will only be available for pickup at the location specified upon reservation. In other words, reservations made for Kendall Hall equipment cannot be picked up or returned to the AIMM cage and vice versa. Note: We do NOT allow friends to pickup or return equipment on behalf of the original borrower, unless it has been approved by SOAC staff. This needs to be done before the equipment is being picked-up or returned.

 

EQUIPMENT RETURN

Equipment must be returned on time on the day it is due or before in a condition comparable to the condition it was in when checked out to the student. For example, we will NOT accept equipment in bags that are excessively dirty. It is the student’s responsibility to clean a bag if it was soiled during his/her checkout. A small amount of dirt is understandable, but equipment will not be checked in unless it is in suitable condition. If equipment is broken during the checkout or all of the items and/or accessories are not returned, the student will be held responsible for the replacement or repair of the equipment, as well as any associated costs. Please let the staff know immediately of any problems and we will give you directions on how to resolve any issues. Also, if the equipment is harmed due to weather the user will be held accountable for the damage and the cost of the repair or replacement. Additionally, SOAC staff reserves the right to inspect the equipment up to 3 business days after its return, and to charge the student/user for cleaning, replacement of missing parts, or damage found at that time. This means that if damage is not found during the check in process (e.g. the SD card does not work) we have the right to charge for damage that is found after being checked in for up to three days.

EXCEPTIONS, BLACKOUTS PERIODS AND TCNJ CLOSURES

If equipment is needed for longer than the ‘normal’ checkout length requests for longer bookings can be emailed to an equipment supervisor. They will be evaluated for our availability of equipment and the need for the extension (ie. study abroad, research or academic project). Since our office runs on TCNJ semester system we have blackout periods when school is not in session (ie. interim, winter break and spring break). If equipment is needed during this time requests for exceptions can be sent to an equipment supervisor for evaluation. We are a college run program meaning we are open the same days as The College of New Jersey campus. If the campus is closed for a snow day or another emergency our office will be closed as well. For these instances equipment due on that day will not be counted as late. If the University has a closure, that day will not be counted as a late day. Lastly, any equipment that is to be picked up on closed days will have the pick up date moved to the next business day that is not closed. However, the return date will not be changed (often times the equipment is reserved for another student in back-to-back bookings).

SUBSEQUENT RESERVATIONS

Reservations for subsequent uses by the student will be accepted only after the first use has concluded/signed in.

 

ID REQUIRED

The main requirement for a student to check out equipment is to have a current student ID card and an additional form of picture identification (i.e. Driver’s License or passport).

 

LOSS OR DAMAGE

Students may check out SOAC equipment for the purpose of coursework production and may travel with this equipment off of the TCNJ campus. In the event of loss or damage of equipment, students will be required to provide information to the SOAC staff regarding the location and circumstances of the loss or damage. Students assume responsibility for reimbursing the SOAC office for the cost not covered by insurance for replacing or repairing equipment lost or damaged while in their custody. All data, software, profiles, passphrases, or other information stored on the laptops or hard drives will be erased in the re-imaging process upon their return to SOAC. The SOAC Equipment Loan Program is not responsible for any data and/or software left on a laptop by a student.

 

STUDENT CODE OF CONDUCT

Cage equipment may only be used to perform coursework. Cage equipment may not be used for personal projects or professional projects outside of coursework. Students are required to follow the student code of conduct while using our equipment and facilities. If it becomes known to us that a student breaks the code of conduct they will be restricted from use of our equipment and facilities. This includes but is not restricted to fraud and deception towards our employees. Please refer to these sites for questions about the student code of conduct: The College of New Jersey Student Conduct and the New Jersey State Legislature Standards of Conduct.