Multimedia Centre Terms and Conditions

Equipment loans are operated on a system of fair play to all, known as the Fair Play principle This is not a commercial operation and the terms and conditions for loans are constructed accordingly. It is expected that all those using the service do so with a sense of responsibility towards others – respecting the equipment, returning items on time and not manipulating the system for your own (or a group’s) benefit. This includes not using the equipment for financial gain. If Multimedia Centre (MMC) staff detect signs that an individual or group is/are abusing the “trust and fair play” in place for this service, your rights to borrow equipment or book rooms may be curtailed or removed.

Equipment booked from the Loan Counter (LC)

• Reserved equipment must be collected during published LC opening times and only by the person who has made the booking on SISO (the reservation system). Check the intranet for opening time details or see the poster displayed outside the LC.
• Bookings can be made for a maximum of 5 days; it is permissible to renew a booking two hours before your original booking is due to end. If you require a booking extending beyond the above, contact MMC staff via email loancounter@winchester.ac.uk
• To collect the equipment, you must present your student or staff ID card – without it, the equipment cannot be handed over and your booking may be cancelled.
• On collection of the equipment, you become responsible for its safekeeping and return to the LC in good working order. It is strongly recommended that, on collection, you check the items immediately and report anything that doesn’t look right to the LC staff. Whilst every effort is made by LC staff to ensure all booked items are present and in good working order prior to booking and collection, the high turn around in loans means there is a small chance for something to be missed. If you report a missing item or fault straight away (within 30 minutes of collection), you will not be held liable and LC staff will try to provide you with a replacement or suitable substitute. If you do not report any missing items or issues with the kit within 30 mins to the LC staff, it will be assumed you have checked all bags and agree the contents are satisfactory. The LC staff do not expect you to assemble the equipment, so if you experience a technical fault or problem later on, please call or email the LC and they will do all they can to assist.
• If you book equipment and do not collect it twice in any academic year, this may result in restrictions for future bookings and a requirement to contact the Team Leader Support and Learning Spaces via email mmcsupervisor@winchester.ac.uk until such time as they determine the restriction can be lifted. Note also that any future bookings you may have in the system may be cancelled.
• If you no longer require a booking, cancel it on SISO or ask the LC staff to assist you.
• CCTV is used in the MMC with the LC area covered and monitored by University Security staff as required.

Returning equipment to the Loan Counter (LC)

• LC staff make a short visual check of all items returned, followed by a full check within 1 week.
• If damage is discovered or parts are missing, you will be responsible for the repair or replacement of those parts and will be notified by LC staff as soon as possible following the full check. See section “Damage, loss and insurance”.
• The LC staff may refuse to accept the return of booked items if they find some products are missing from the kits. However, if the remaining kit is heavy, bulky or in high demand, the LC staff may accept back the incomplete kit(s) and issue a receipt to you to indicate the items which are outstanding and awaiting return. Note that until the missing items are returned, you may incur late fines.

Booking rooms and other facilities in the MMC

• The TV Studio, Studio One, Audio Suite, Radio Studio and Sound Booth are all available to book via SISO
• No-show for a room booking - 15 minutes after the scheduled start time- your reservation will be cancelled, and the room made available to others.
• You must return to the Loan Counter promptly at the end of the booking, during working hours to ‘book’ the room back in on SISO. if this does not happen, SISO will automatically start levying a fine against your account. For out of hours bookings please put the key in the drop box next to the Loan Counter.
• To book the Recording Studios, contact the Recording Studio Controller based in the Bowers Building. Note Recording Studios can only be booked out by students on relevant courses.
• All rooms must be left in a tidy and clean state, with all equipment in place and in good working order. Failure to comply may result in LC staff restricting your rights to book rooms in the future.

Health and safety (H+S)

• Certain items of equipment and MMC rooms may require specialist training and approved risk assessment before you are allowed to book out the item or space. Make sure that you have completed the relevant training to avoid disappointment in having a booking rejected. Non-compliance with health and safety training or obvious misuse of equipment may result in penalties, including restrictions on booking or use of the facilities. The University takes H+S very seriously.

Late returns, penalties and fines

WE NEED EQUIPMENT TO BE RETURNED PROMPTLY SO THAT IT CAN BE CHECKED, AND MADE READY FOR THE NEXT BORROWER. LATE RETURNS MEAN THAT ANOTHER STUDENT CANNOT USE THE EQUIPMENT.

• Late returns will have a fine automatically charged to your account. Fines are calculated at a rate of £1 per hour per item during the times the LC are open (check noticeboard for details).
• If you return items late more than two times in any academic year, you may have your borrowing rights curtailed or removed. In this case, you will have to negotiate future loans with the Team Leader Support and Learning Spaces until such time as they are satisfied your rights can be restored.
• The Team leader Support and Learning Spaces checks for overdue loans on a regular basis. Reminder emails are sent out. In the event a borrower does not reply to any communications (email, phone, letter) requesting the return of late equipment, the Team Leader Support and Learning Spaces will raise an invoice to cover the full replacement cost of the non-returned items. In extreme circumstances, the University may have to take further action to recover outstanding debts.
• A borrower who has received an invoice as detailed above who then makes contact to return all borrowed equipment will be required to meet the Team Leader Support and Learning Spaces in person to discuss the situation. This may include the cancellation of the invoice but may still carry a fine penalty. If equipment has been damaged, repair costs will apply. Each case will be reviewed, and appropriate action taken depending on circumstances.
• Any borrower who has failed to make contact resulting in the issuing of an invoice more than once will be barred from taking out any further equipment pending further discussions with the borrower’s Faculty/Academic department.

Fines – extenuating circumstances

The Multimedia Loan Counter understand that there are occasions when a borrower may be unable to meet their commitment to return equipment to us in the set timeframe. These events are usually either serious or immediate (as the examples below) and very unexpected. The Loan Counter team appreciate this and want to help as much as we can to alleviate the financial burden and stress caused.

Whilst it is not possible to provide a hard and fast rule, this Extenuating Circumstances Procedure is in line with the general terms and conditions that apply to all loans – we will do our best to honour the fair play principles as documented and trust that our customers will do the same.

Extenuating Circumstances examples:

• Family bereavement
• Hospital admission due to illness or accident
• Other emergencies

In these circumstances, the borrower must contact the MMC Loan Counter by phone (01962 827171) or email (loancounter@winchester.ac.uk) to explain the reason why they will be returning equipment late. The Team Leader Support and Learning Spaces will waive the fine and extend bookings if possible, to an agreed date. Alternative arrangements may also be agreed, such as a nominated person returning equipment on the borrower’s behalf or equipment being returned by courier or post (note that this would at the borrowers’ expense and loss in transit would also be the responsibility of the borrower and incur full replacement costs).

It is understood that in emergencies, you may have difficulties in letting the Loan Counter know about late returns, but we would ask you to do your best to contact us as quickly as possible so that the team can work with you and make appropriate arrangements.

Please note that each request is reviewed on merit and there is no guarantee that you will receive a full fee waiver.

50% Fine Reduction

There are occasions when a borrower may want to return their equipment to us on time, but circumstances intervene and you may be unable to let us know that you will be late – for example:

• Traffic delay – such as train or heavy traffic due to accident on motorway etc.
• An unexpected incident has occurred and there is no way of contacting the Loan Counter

Some evidence of a credible nature would need to be provided for these and similar events and the Team Leader Support and Learning Spaces will judge the request on merit.

No fine reduction

The following will not be accepted for late return of equipment:

• Borrower has not acknowledged their booking return time/date
• Borrower has failed to understand Siso terms and conditions
• Borrower has arrangement for somebody else to return equipment, which has not been completed within the booking time
• Equipment has been locked in somebody else’s room and the borrower no longer has access to it
• Other reasons that indicate a lack of organisation of the borrower or misunderstanding by a third party

It is the responsibility of the person who has made the booking to comply with the terms of use of the Loan Counter and you would be expected to pay the full fine owing.

Damage, loss and insurance

All loan equipment, including items taken abroad for work and study purposes are insured under the University policy; however, the borrower is financially responsible for paying all insurance excess charge(s) in the case of any loss, theft or breakages of equipment, regardless of the circumstances. Please note that theft in respect of property left in an unattended vehicle overnight is not covered. Remember that the person booking the equipment is responsible for the items at all times during the booking period.