Access Policy

DEPARTMENT OF MEDIA STUDY EQUIPMENT ACCESS POLICY

EQUIPMENT ROOM: 237 Center for Arts 716 645-6904
DIRECTOR OF EQUIPMENT AND FACILITIES:
Carl Lee / CFA 239 / 716 645-0928 / cl62@buffalo.edu

ANYONE WHO USES DMS EQUIPMENT MUST FOLLOW THE ESTABLISHED ACCESS POLICY. FAILURE TO DO SO MAY RESULT IN FINES OR REVOCATION OF PRIVILEGES.

  1. ACCESS: Equipment is available for loan only to University at Buffalo SUNY students who are currently enrolled in a Media Study production class to which a lab fee is attached. The lab fee of $125.00 is charged to the student’s account and will show up as "DMS Lab fee". Equipment is to be used for production classes or production-oriented independent study projects only. In order to borrow equipment you must:
    • be in good standing in the department and university;
    • have paid all lab fees for past semesters;
    • have filed or renewed your updated equipment card with the Equipment Room for the current semester;
    Students not enrolled in production classes may petition the department in writing for special permission to borrow equipment or use lab facilities. Contact the Equipment Manager for a special request form. Petitions must be received at least three weeks before date of desired use.
  2. RESERVATIONS:

    Equipment reservations may be requested at the Equipment Office. Reservations may be made in person or by telephone (716 645-6904), but do not leave messages on the answering machine for reservations. They will not be honored.

    Reservations are accepted starting on Thursdays when the ER opens (8:30AM) for the following week.

    Call the E.R. if you cannot claim your reserved equipment. This includes studio time and editing time.

    If you cannot obtain a reservation because all equipment is booked, you can borrow any unclaimed equipment by checking with us at the end of the day for availability.

  3. LOAN PERIODS:

    Equipment and keys are loaned on an OVERNIGHT BASIS (up to two overnights) during the week (Monday through Friday), and for the entire weekend (Friday to Monday).

    Pickups should be planned for afternoon, although you may pickup earlier if the equipment is available.

    ALL EQUIPMENT AND KEYS ARE DUE BEFORE 12:00 NOON ON THE DUE DATE. EQUIPMENT OR KEYS THAT ARE TURNED IN LATE WILL RESULT IN A FINE: $10 PER DAY PER PIECE OF EQUIPMENT / $5 PER DAY FOR KEYS.

    Keys may be returned at the window or in the drop-box around the corner from the E.R.

  4. LOAN LIMITATIONS:

    All equipment may be reserved by each student for a maximum of two overnight loan periods OR one weekend loan in any one week.

    Additionally, if a student has made their 2 overnight reservations for the week, they can make "same-day" checkouts if equipment is available.

    Students may not reserve more than one item/kit of certain types of high-demand equipment (including, but not limited to, cameras, camcorders, audio recorders, lighting kits) for the same checkout period without written approval from the student's current faculty and the Technical Director.

    Editing studios may be reserved for a maximum of 12 hours total per week per student, or for one overnight. With the exception of overnights, reservation times are limited to 4 hour slots.

    All equipment is loaned for use in the Western New York area only. Special permission is required for use outside this area.

  5. EXTENSIONS:

    Extensions on equipment loans may be possible if you call the Equipment Room before 10AM of the due date. Extensions will be granted at the discretion of the Equipment Room, based on demand for the equipment. If your request for an extension is denied, the equipment is still due by noon.

  6. EXTENDED LOANS/ADVANCE RESERVATIONS:

    Loan periods of more than two days will be considered. These extra loan periods will be authorized at the discretion of the Equipment Manager and with permission of instructor, and should be requested as far in advance as possible. This also applies to extended blocks of time in editing suites and studios. Equipment reservations may also be arranged further than one week in advance for special projects and special documentary shoots, with permission of your instructor and at the discretion of the equipment manager.

  7. LIABILITY:

    Borrowers are financially responsible for the full amount of any loss or damage that occurs to DMS equipment while in their possession whether through neglect, loss, or theft.

    ALL EQUIPMENT THAT IS SIGNED OUT IS ACCEPTED AS BEING IN OPERATIONAL CONDITION BY THE BORROWER. It is imperative that the borrower examine the equipment before removal from the Equipment Room area and have any damaged or missing parts noted in writing by an Equipment Room employee. If you make sure to do this, you will not be held responsible for any pre-existing conditions upon return.

    AT CHECK-IN, ALL BORROWERS ARE REQUIRED TO WAIT WHILE EQUIPMENT IS INSPECTED. Please allow time for this when returning equipment. The borrower must be present while equipment is being inspected so that they can be immediately notified if there is a problem.

    Equipment must be returned in the condition in which it was loaned -- any scratches, dents, broken or missing parts will be noted by the Equipment Room and a fine will be assessed to pay for the damage. Access privileges will be suspended until the borrower reimburses DMS for the repair or replacement of damaged or lost equipment/keys (payment by cashier's check or money order only).

    Lost Keys: If a borrower loses a key (to editing suites, studios, labs, etc.), he or she will be responsible for the cost of a lock change and replacement of all keys for that lock, totaling anywhere from $25 - $300, depending on the # of keys in use for that room.

  8. VIOLATIONS & FINES:

    Habitual or repeated disregard for equipment and the equipment access policy may result in the loss of access privileges and fines. Anyone who receives three fines or warnings during one semester will have their access privileges revoked. Access may be restored by the approval of a written petition to the Equipment Committee.

    ANY OUTSTANDING FINES MUST BE PAID IN ORDER TO HAVE ACCESS PRIVILEGES RESTORED. ALL FINES MUST BE PAID BY CASHIER'S CHECK OR MONEY ORDER made out to “UNIVERSITY at BUFFALO.”

      Common reasons for receiving a fine or suspension include:
    • Equipment/Keys returned late;
    • Smoking, food or drink in editing suites or labs;
    • Removal of equipment from one workspace to another without permission;
    • Leaving a workspace unlocked after hours;
    • Leaving borrowed equipment unattended;
    • Failure to cancel a reservation you cannot claim;
    • Removing equipment from the Western New York area without approval from the Equipment Manager;
    • Providing access to DMS spaces to suspended students, students not qualifying for equipment loan, or non-students.

  9. GRIEVANCES:

    Grievance procedures are in accord with the Bulletin of Undergraduate Education and the Graduate School Policies and Procedures. Written grievances must be submitted to the Equipment Manager and the Chair of Media Study. If a resolution is not reached, the grievance may be taken to the DMS Faculty through the DMS Chair.

  10. If you have any questions regarding DMS equipment policy, please contact the Director of Equipment and Facilities.

    EQUIPMENT ROOM: 237 Center for Arts 716 645-6904 DIRECTOR OF EQUIPMENT AND FACILITIES: Carl Lee / CFA 239 / 716 645-0928 / cl62@buffalo.edu