Table of Contents
- The Practice of Booking Equipment
- Booking Instructions
- Equipment Pick Ups
- Equipment Returns
- Sanctions List
- Broadcast & Digital Media Facilities
- Fault Reports
1. The Practice of Booking Equipment
The practice of booking equipment is directed to all Story Arts Centre students authorized to use film, television production or photography equipment loaned from the SAC Facilities, Equipment Room (165A). Whether you are booking equipment for an extensive shoot or an XLR cable, you must sign it out using the procedures outlined below.
Please note that all bookings are for a 24 hour period unless otherwise authorized by faculty; weekends are excluded from this rule, as those bookings will run from Friday to Monday. Under certain circumstances, faculty will reserve equipment for students and arrange for longer sign outs when required for larger scaled assignments.
Please be sure to read and follow instructions carefully.
All bookings are on a first-come, first-serve basis.
2. Booking Instructions
To begin the booking process, please visit: storyartscentre.info/equipmentroom (link will open in a new tab or window).
- If you are not familiar with the booking policy, please take the time to read the ‘Policy Summary’ (link will open in a new tab or window).
- Scroll down and read ALL ‘Booking Point Online Rental Instructions’ before proceeding.
- Once you have read and understand instructions, proceed to click on ‘Visit the online booking form by clicking here’.
- You will then be asked to acknowledge that you have read the Booking Point Rental Instructions.
- Click ‘Make a Reservation’.
- You will be prompted to enter your ‘account name’ and ‘password’.
- **NOTE: Remember your ‘account name’ is your student number. For first time users of the booking system, your default password will be 1234. You will be prompted to change your password once you sign in.
- You will then be taken to the ‘Terms and Conditions’ page. You must agree to these terms and conditions before you are able to move forward.
- Once you have agreed to the terms and conditions you will be sent to the booking system where you can begin choosing equipment you would like to sign out.
- Equipment groups can be filtered under the ‘Show’ drop down menu. You can also use the search option if you know the name of the resource. Ex. D7000
- Select a date.
- **NOTE: Student bookings are for a period of 24 hours, unless rental period is pre-approved by faculty member. Weekend rentals run from Friday afternoon to Monday morning.
- Click on available items, indicated by green squares. Follow the legend on the bottom left hand side of the screen to know availability of an item.
- **NOTE: Do not adjust the default pickup and return times. It is expected that equipment will be picked-up and dropped off at predetermined times. Changing this will have no effect in your rental duration. For pick-up and drop-off time windows, please see ‘Equipment Pick-Up’ section 4 and ‘Equipment Return’ section 5.
- After selecting an item’s date and time, click ‘Add to cart’.
- To finalize your booking click on ‘Save Reservations’.
- To ensure you have reserved all intended items, click on the ‘upcoming’ tab on the top of the screen to review your booking.
3. Equipment Pick Ups
The location to pick up equipment is in Room 165A.
EQUIPMENT PICK UP TIMES:
- MONDAY – FRIDAY: 11 a.m. – 12:20 p.m. & 1:20 p.m. – 4 p.m.
- Holidays may affect these days/hours
- Hours subject to change during the Summer semester
- When picking up or dropping off equipment, valid Student ID must be shown.
- Equipment may only be picked up by the individual who made the original booking.
- It is each user’s personal responsibility to ensure there are no issues with the equipment they have signed out. When picking up, please leave yourself enough time to thoroughly check equipment before leaving the Equipment Distribution area.
- Please report any issues immediately (before leaving the equipment rental area), as the user will be held financially responsible for any damage(s) caused while the equipment is in their possession.
- Any equipment damaged while in use must be reported via a fault report (link will open in a new tab or window).
- You will be asked to sign a loan agreement stating you have received the equipment listed and all supplementary items included and that they are in good repair. It is your responsibility to ensure all items are in your possession and working properly. You are welcome to request a copy of your loan agreement.
**NOTE: If you have made an online booking and will be unable to pick-up your equipment for any reason, please log into the booking system and cancel your reservation by going to the upcoming tab and clicking ‘remove’ next to each item you will not be picking up. You can also call the equipment room at 416-289-5000 ext. 8656 or email us at email@example.com. Certain times of year are very busy and equipment is limited. Cancelling a reservation you will not be using is simply showing consideration for your fellow students. Failure to cancel a booking may result in a strike.
4. Equipment Returns
The location to return equipment is in Room 165A.
EQUIPMENT RETURN TIMES:
- MONDAY – FRIDAY: 8 a.m. – 10 a.m.
- Holidays may affect these days/hours
- Hours subject to change during the Summer semester
TARDINESS WILL RESULT IN A STRIKE
- Equipment may only be returned by the individual who made the original booking.
- Late returns are unacceptable and disrupt the sign out process. Oftentimes equipment is checked in and goes back out the door again. Make a courtesy call to the Equipment Room if you are running late for any reason.
- One late is permitted. After your second late return, you automatically go on the ‘Suspended List’ and will lose your sign out privileges for two weeks.
- Students who are late returning equipment more than half a day, a full day or more, automatically lose their sign out privileges and are required to meet with their Program Coordinator and Facilities Manager to determine the length of the suspension from the facilities and equipment, regardless of how many strikes you may or may not have.
- If anything is missing, damaged or stolen — whether it’s a camera, a cable or a mic clip — you are responsible for retrieving, replacing or paying for the item lost or stolen. You are on the ‘Suspended List’ until the situation is rectified.
- Grades will be withheld until all equipment is returned or replaced.
5. Sanctions List
Please be informed that the Sanctions clause in this policy is for everyone’s protection. Our shared equipment is a very valuable resource. They are our tools. We need to care for them as if they were our own, paid for out of our own pocket. The terms of the Sanction will be followed to the letter in order to protect your resources.
This practice is subject to the Student Code of Conduct Policy (SC 101-07) and the Disruptive Student Behaviour in the Classroom and Other Learning Environments (SC 104-07). Both can be found on the College’s intranet, under the heading “Policies”. In booking equipment, students should be fully aware of their rights and responsibilities to the College, and also to other students who need to use these valuable shared resources.
The following is a brief list of the sanctions for the common errors and problems:
- Late twice and it is an automatic loss of sign-out privileges for two weeks. An email is sent outlining dates for the student.
- Damaged, lost or stolen equipment is an automatic withdrawal of privileges, until the situation is resolved. An email will be sent from the Media & Technology Facilities Manager, Gillian Edwards, outlining the repayment options.
- Half a day late or more returning equipment will result in an email setting up a meeting with the Student, Program Coordinator and the Media & Technology Facilities Manager, Gillian Edwards, to discuss sanctions. A letter will follow with details regarding the sanction.
- If a group has damaged or is missing equipment, the members of the team will be equally responsible for the replacement or payment, and will be on the sanctions list one month after the missing or damaged equipment is returned or paid for.
6. Broadcast & Digital Media Facilities
All facilities are available 24 hours a day, 7 days a week.
NO FOOD or DRINK is permitted in any of the broadcast facilities (studios, TV, radio, photography, edit suites, computer labs, et cetera).
If you are found with food or drink in any of the facilities, you will be asked to leave the facility and will lose your booking for that day. Security will take your name and student number, and you will be reported to both the Facilities Manager and the Dean.
The following is a list of broadcast facilities that students, faculty and professionals can book, when not in use for established classes. See front office for booking assistance.
- Voiceover Booth // room 180
- Internet Radio // room 183
- Radio Labs // rooms 267 & 270
- Edit Suites // rooms 170, 172, 174, 175, 176, 177 & 178
- Color Correction Suite // room 177
- TV Studio A – Large // room 164
- TV Studio A – Audio Control Room // room 182
- TV Studio A – Control Room // room 162
- TV Studio B – Small // room 166
Students who are trained to properly use the studios, edit suites, et cetera, can book the facilities when not in use for established classes. To book an edit suite or studio, visit the front office and fill out a request form; the front desk staff will assist you. Be sure to identify what program you are in and your semester, along with your photo ID.
- Please be clear when booking the studio facilities which rooms you will require.
- Please follow the safety rules & procedures you have been taught when using the studios, suites, et cetera.
- When you use the studio or any other facility, ensure that you leave it clean and in better shape than you found it, including all the appropriate equipment & lights have been turned off.
- You should be able to have a clean and error free experience in the facilities. Please report any equipment faults or messy facilities right away through either a online fault report or directly to Chetan Premjee by phone at 416-289-5000 ext. 8614, by email at firstname.lastname@example.org, or visit Chetan in person in his office, located in room 167.
- Student Producers are responsible for Group projects and must monitor food and drink issues within the facilities they are responsible for.
7. Fault Reports
It is your responsibility to report any problems you might encounter or damaged equipment you notice, right away. Use a fault report (link will open in a new tab or window) to report equipment malfunctions or any other facility damage. Not all damage to equipment is directly through user error.
Sometimes parts wear out and/or malfunction, through no fault of the user them self. It is of the utmost importance that we are aware of any issues with equipment/facilities so we can work together to ensure these issues are taken care of and equipment is back up and running, in a timely manner.
Please ensure a fault report (link will open in a new tab or window) is clearly filled out either online or a physical copy is placed in the slot outside our Broadcast Technologist Chetan Premjee’s office, room 167. If you require an immediate response during regular business hours and our Tech is not in his office, you can go to the front office and ask for him to be paged.