Terms & Conditions

EQUIPMENT LOANS TERMS AND CONDITIONS

Eligibility
Equipment may only be booked/used by University users on University business. A University user is defined as a member of staff or student with an active University Resource (ICT) account.

Equipment is only insured while in use by University users for University business. You are not permitted to use university loaned equipment for private work without prior consent from your course leader. In that instance it is highly recommended that you take out your own equipment and public liability insurance.

University users are expressively forbidden from booking equipment on behalf of an external organisation or individual (for placements see below). Students must adhere to the guidelines in the Student Contract and not share login details with other university users for the purpose of booking equipment from the media store. Doing so could result in disciplinary action being taken by the University.

The equipment store is closed outside of these times and may be closed during these times on a temporary basis. Hours may vary during vacation periods.

1.2. Availability of the equipment may be dependent on course or training requirements.
1.3. Equipment loans are only available to users as specified in the eligibility section of the media store policy.
1.4. Students loaning equipment from the kit room have full responsibility for all items during the loan period. As a consequence, borrowers acknowledge they are subject to those university regulations that apply to them. Individuals are therefore strictly prohibited from requesting loans on behalf of persons other than themselves.
1.5. Booking notice will be required on some items of kit to ensure that the School of Art and Media (SAM) Kit Room staff have sufficient time to prepare and check the equipment prior to loan.
1.6 You must regularly check your university email whilst you have equipment booked and / or on loan from the SAM kit rooms. This is particularly important before travelling in to collect or return equipment as university email is our only way to communicate to you any changes to your loan collection and return dates or unexpected kit room closures due to staff absence.

2.1. The student booking the equipment is responsible for that equipment for the duration of the period it is outside of the SAM loan store.
2.2 Any use of university equipment for anything other than university business will not be covered by the university insurance policy or public liability insurance.
2.3 By booking out and signing for School of Art and Media loan store equipment you agree that you are responsible for the safe and timely return of that equipment. You will be responsible for any damage, loss or replacements. Signing for a booking will not be required whilst Covid-19 pandemic arrangements are in place. During this time if you haven't notified us within 2 working days of a discrepancy with the booking information sent via email to you, then you are deemed to have accepted the booking as correct.

3.1. Equipment is to be collected only by the person who has made the booking.
3.2. It is the responsibility of the person collecting the equipment to check that the equipment is in good working order and that all accessories are present at the point of collection. By signing the booking form the person collecting is agreeing that the equipment is in working order and is as stated on the booking form. All equipment will be presented to the person collecting and any missing items noted on the booking form by a member of staff.
3.3. Equipment must be collected at the time specified in your booking. If you are late picking up equipment without letting the Media Store know your booking may be cancelled and you will have to complete a new booking. The SoM Media Store staff can be contacted by emailing the relevant store (information on the login page).
3.4. Key cards for room bookings can be collected from the School of Art and Media Kit Room during normal working hours. Advance booking and collection is required for any weekend bookings.
3.5. If the University is closed during normal working hours the collection time will be moved forward to when the University has reopened. The equipment will still need to be returned at your original return time. If both the collection and return time has passed a new booking will need to be made.

4. Returns

4.1. Equipment is to be returned only by the person who has made the booking.
4.2. Please ensure that equipment is returned in the condition it was loaned. For example tripod plates must not be left on the camera, XLR leads must be returned re‐coiled and secured with a velcro strap and cameras rigged into bags as they were issued.
4.3. It will not always be possible for the Kit Room staff to fully check returning kit immediately during busy periods therefore you must allow up to 4 working hours for the staff to check all items and accessories. It is recommended that you be present during the checks however if you cannot be present the equipment will be stored on the returns shelf and responsibility for the equipment will remain with you until the Kit Room staff have been able to process it. If items are found to be missing or damaged you will be notified by email within one working day of its return.

4.4. Key cards for room bookings are to be returned to the Kit Room during normal working hours or if provided, to the drop box located outside of the Kit Room out of hours. Any alternative arrangements will be advised by the issuing staff.
4.5. If the University is closed during normal working hours then returns will instead be due for when the University has reopened.

5.1. If you return equipment late without letting the kit room staff know then you will be automatically banned from the booking system. If you are still overdue equipment after two weeks from the return date, an invoice will be generated and sent to you for the total cost of the outstanding items.

6.1. The borrower is liable for any loss or damage of equipment and as such will be charged for the repairs or replacements.
6.2. If equipment is stolen you are to notify the relevant Kit Rooms and the police immediately and make note of the crime reference number.
6.3. Costs for replacing lost or damaged equipment will be raised through an invoice and sent to you. Failure to repay these costs may result in legal action against you to recover these costs.

7.1. By booking and checking the box, you agree to the use of your data for the purpose of managing bookings of media items and recouping costs as detailed above

7.3. Your data is removed from this system within 6 months of your leaving the University, or until such a time as any debts are paid – whichever is later.

7.4. Your data is shared with the supplier SISO, and is not transferred outside of the UK.

7.5. If you wish to exercise your data rights regarding this use of this data , or have any questions or concerns, please contact dataprotection@brighton.ac.uk

smarthub terms and conditions of use
As a user of this system registered or otherwise you agree that if for any reason you are unable to use smarthub for the intended purpose then you will contact your store via telephone, email or in person to resolve the problem. SiSo Software Limited are not responsible or liable in any way for any errors, damages or any other loss caused by your usage of this system. For the avoidance of doubt this includes any loss howsoever suffered including negligence or fraud except where such negligence causes death or personal injury.