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Media Services

Equipment Circulation

Equipment Circulation

Media services has a comprehensive circulating collection of equipment for all of your media production and audiovisual presentation needs. Our office is located on the First Floor of the Harold F. Johnson Library, across from the Circulation Desk and Infobar.
What we loan:
Please fill out a General Inquiry Form to make an appointment or request equipment. 
COVID-19 Update for Media Services (Fall 2020)
Media Office is open BY APPOINTMENT ONLY Monday – Friday; 10am - 4pm.
- Fill out General Inquiry Form to borrow Media Equipment or make an appointment; Ideally at least 2 business days in advance. 
- Item Pickup: Call 413-559-5435 when you have arrived at the Library to pick up your requested items at your agreed upon time. 
- Media staff will come out to whatever door you are at and contact-lessly leave your equipment for you to pickup/return. We deliver to Library Foyer or at the hallway outside of Campus Safety, at the loading dock back entrance of the Library. 
- Masks must be worn at all times. We are happy to briefly loan our cart to move large orders, but it must be returned asap or by end of business day at the latest. 
- Item Return: Call the number above when you have arrived at the Library return items. InfoBar also accepts returning Media Equipment in the event that Media Staff is helping someone else. Campus Safety will also accept for any emergency returns after hours or on weekends. 
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General Inquiry Form Make a remote or in person appointment for consultation on any aspects of audio visual media production, to arrange to borrow equipment, or for anything else that you are curious about or need help with.

 

Who May Borrow
Currently enrolled Five College students, faculty, and staff may borrow media production and audiovisual equipment with a valid ID. Restrictions may apply to certain collections. Visitor patrons, students on leave, or field study students do not have borrowing privileges.
Patrons interested in borrowing production equipment or using the media lab facilities must be certified by library staff.
Loan Periods
Equipment can be borrowed for up to 7 days (1 week). 
Equipment Request and Reservation
Patrons are strongly encouraged to plan ahead and request equipment needed for a specific date by filling out an Equipment Request Form in person. Requests must be submitted at least three days in advance and can be made for a reasonable period longer than the regular 1 week loan, as well as over designated school holidays and vacations - except for winter recess and summer break.
Often equipment is reserved back to back, and it is crucial that patrons return borrowed items in the state that they were loaned. Failure to return equipment on time and in good shape will result in overdue and replacement fines and could sabotage other patron’s projects and equipment reservations. 
Request forms are approved daily by staff, in order of receipt, based on patron’s proficiency, divisional status, and loan record. Once approved, the equipment will be held on the requested date until 30 minutes before the end of office hours. After that, reserved equipment is open to normal circulation.  
 
Media services does not loan equipment over winter recess, nor summer break. As stated in the Loan Policy, media services does not lend any items to students on leave or field study.
 
Patrons can apply for exceptions to this policy, but as media services' collections are in high demand for regular coursework and research; requests for exception are considered but not always granted. To apply, please contact your Div III faculty chair and follow these guidelines
Renewals
Equipment cannot be renewed. Patrons needing longer loan time must specify the exact dates and fill out an Equipment Request Form ahead of time. Please understand that media production equipment is a shared resource and heavily-used. 
Overdue (Warning) Notices and Bills
Overdue (warning) notices are sent regularly for circulating items. Overdue notices are a courtesy. Their receipt cannot be guaranteed, and they should not be considered a prerequisite to a fine or a bill.
Overdue equipment items are charged at the rate of $5.00 per day. If an item is not returned or renewed within 4 days from the due date, a bill for replacement is issued. Replacement bills include the price of the item as well as a $15.00 processing fee and a $10.00 penalty fee. When the item is returned or renewed, the bill is adjusted down to the $10.00 penalty fee. The return of billed items after one academic year may not result in a bill adjustment. Bills may also be issued for the repair or replacement of damaged material.
The equipment loan period is 3 days. It is crucial that all equipment is returned by NOON on the due date. This policy will be strictly enforced. Delays in returning equipment are a major inconvenience to everyone and may deny another person the opportunity to pickup requested equipment. Please respect the needs of others who are waiting: Return all equipment ON TIME.
Patrons are charged a fee of $5.00 per day, per item (including cables) for equipment returned after the NOON due date. After 4 days late, patrons are charged for the replacement cost of each item.
Patrons will be charged for damage to and loss of equipment. Patrons are responsible for all equipment items checked out in their name from the time the equipment leaves our office until it is returned. Billing for damage, loss, or theft of borrowed equipment is subject to review with media services staff and faculty advisors. 
Request for Exception / Extended Loan Process
Students interested in extended loans or other exceptions to the Media Services Loan Policy must expect to be in conversation with faculty in their Div III committee as well as media services staff well in advance of their desired date of loan and be ready to follow this procedure: 
  1. Student confers with Div III committee about the need for an exception.
  2. Student emails written request* to <media@hampshire.edu> and Div III committee faculty.
  3. Faculty member voices support or concern in reply to above email.
  4. Media services approves or amends request in email response.
  5. On agreed-upon date, Student signs loan agreement; checks out equipment.
  6. Loan agreement, email exchange, and written request are stapled together and held until all equipment is safely returned. 
*A Written Request must include:
  • Student name and entering year
  • Student phone number and email
  • List of all items being requested, including all cables and accessories
  • Desired date of check out and desired date of check in. Must be specific
  • Location(s) for project and mode of travel
  • List of committee members.
Extended Loan Policy and How Media Services Administers Exceptions
Requests must be submitted and approved by the student's committee at least 1 week before desired date of loan. Requests are considered by staff in the order of receipt, pending faculty approval, as well as against other requests. Student’s technical proficiency and loan record are also important factors for consideration.
Staff reserves the right to deny requests that could unfairly deprive fellow patrons access to equipment necessary to complete their work over the semester.