Equipment & Resources



RTF Production Equipment Checkout Rules

Fall 2009

Revised August 1, 2009

Equipment privileges require that you read and understand all the rules. Please complete and return the signed statement at the end of this packet.

TABLE OF CONTENTS: Page

Section I WHO CAN USE THE EQUIPMENT? 2

Section II WHICH EQUIPMENT DO I GET? 2

Section III WHERE CAN I USE THE EQUIPMENT? 3

Section IV RESTRICTIONS ON EQUIPMENT USE IN HAZARDOUS CONDITIONS 4

Section V HOW MUCH EQUIPMENT CAN I CHECKOUT? 5

Section VI HOW DO I GET EQUIPMENT? 6

Section VII WHAT ARE MY RESPONSIBILITIES? 7

Section VIII WHEN CAN I CHECKOUT EQUIPMENT? 10

Section IX HOW LONG CAN I KEEP THE EQUIPMENT? 10

Section X WHAT IF I’M LATE? WHAT IF I AM A “NO SHOW”? 11

Section XI HOW DO I TRANSFER EQUIPMENT? 12

Section XII WHAT IF I LOSE OR BREAK SOMETHING? 13

Section XIII WHAT SHOULD I DO IF MY EQUIPMENT ISN’T WORKING OR I BROKE SOMETHING? 14

Section XIV MISCELLANEOUS IMPORTANT RULES 14

Section I WHO CAN USE THE EQUIPMENT?

1. Equipment check out is limited to RTF Production Faculty and RTF Production students who are currently enrolled in a RTF Production class1 that has equipment allocated and have:

We are not a Media Center. We provide equipment only to students enrolled in specific RTF production classes and faculty who teach those classes. Equipment is for use in completing RTF Production class assignments ONLY. Other uses of equipment may result in suspension of equipment privileges for a period of time ranging from 2 weeks to permanent and complete suspension.

*SPECIAL PROJECTS CLASSES DO NOT HAVE ACCESS TO EQUIPMENT.

*Other U.T. faculty and students are not allowed access to RTF Production equipment OR facilities.

Be prepared to show a valid U.T. ID card for all equipment transactions.

Students are responsible for ensuring that they have fulfilled ALL the requirements in Rule #1 BEFORE requesting equipment. If you have not completed these steps, you can expect a delay in getting equipment.

Section II WHICH EQUIPMENT DO I GET?

2. Equipment is allocated in accordance with the Fall 2009 Equipment Allocation. This document is published on the RTF Department’s Web site.

For all training send email to: l.cavage@mail.utexas.edu

Section III WHERE CAN I USE THE EQUIPMENT?

3. Lights greater than 1K are not permitted outside of our studios except qualified users may check out 1.2K HMI's if available and on their allocation list.

3a. Equipment may not be taken out of a 25 mile radius of the U.T. Austin main campus without prior approval of the Facilities Manager. If you plan to take equipment outside of this 25 mile radius you must complete a Travel packet and state the destination. Additional paperwork MAY be required.

The MINIMUM advance notice to the RTF department for out side a 25 mile radius of U.T. Austin main campus or any travel on an aircraft is TEN (10) days.

International Travel is allowed only by petition. The MINIMUM advance notice to the RTF department for international travel is THIRTY (30) days. STUDENT MUST IDENTIFY ALL DESTINATIONS, LOCATIONS AND PROVIDE AN EQUIPMENT LIST TO THE FACILITIES MANAGER, Keefe Boerner, at least 30 days in advance so that he can check with the UT Travel office and our insurance company about restrictions they might have and obtain information about that country’s carnet status. International travel is complicated and deadlines are firm.

It is expected that all locations to be used in your shooting will be cleared ahead of time with signed location releases. Any shoots requiring an overnight stay outside of Travis County must be cleared in advance with your thesis committee or your class instructor.

There are limits to the amount of equipment you can use outside of a 25 mile radius of U.T. Austin main campus, on aircraft, and internationally. See Section V.

*TRAVEL TO ANY AREA WHERE THE UNIVERSITY OF TEXAS HAS SUSPENDED THEIR STUDY ABROAD PROGRAM WILL NOT BE CONSIDERED.

WARNING: OUR INSURANCE POLICY DOES NOT COVER LOSSES RESULTING FROM IMPOUNDMENT OF EQUIPMENT.

WARNING: OUR INSURANCE POLICY DOES NOT COVER LOSSES DUE TO ACTS OF WAR OR TERRORISM.

For international travel, additional RTF, U.T, or insurance company paperwork may be required.

A Carnet and U.S. Customs forms are also required.

If travel is approved, there is a maximum dollar limit of $10,000 aggregate value for international travel.

There is a maximum dollar limit of $70,000 aggregate value for out of the 25-mile radius, but within the continuous United States.

*AIR TRAVEL IS LIMITED TO ITEMS YOU CAN CARRY ON BOARD WITH YOU.

Grip and Lighting equipment may be checked into the cargo hold of an aircraft only if it is packed securely in an Anvil case and is cleared by the Equipment Checkout Supervisor. Cameras, Sound Recorders and Electronics NEVER go in the cargo hold.

ALL TRAVEL IS SUBJECT TO FINAL APPROVAL BY THE FACILITIES MANAGER OR HIS DESIGNATED REPRESENTATIVE. NO APPROVALS WILL BE MADE WITHOUT RECEIPT OF REQUIRED COMPLETE WRITTEN DOCUMENTATION BY THE APPROPRIATE DEADLINE.

FAILURE TO DISCLOSE TRAVEL OUTSIDE A 25 MILE RADIUS OF U.T. AUSTIN MAIN CAMPUS, TRAVEL ON AIRCRAFT, OR INTERNATIONAL TRAVEL MAY RESULT IN PERMANENT AND COMPLETE SUSPENSION OF ALL EQUIPMENT PRIVILEGES, INCLUDING POST-PRODUCTION, STUDIOS, CLASSROOMS, AND OTHER RTF ASSETS. Misleading information or violation of these rules will be considered Scholastic Dishonesty and may be referred to the Office of Dean of Students for disciplinary hearings.

Section IV RESTRICTIONS ON EQUIPMENT USE IN HAZARDOUS CONDITIONS

Use of RTF equipment is not allowed in the following cases:

•Any country where the University of Texas has suspended its Study Abroad Program,

•Any area where the US State Department has issued warnings against travel by US citizens, and/or

•Any other area where the Department of Radio-Television-Film or the University of Texas has concerns about the safety of its students and/or equipment.

4. You may NOT use RTF equipment in or around situations that may be hazardous to either the operator or the equipment, such as, but not limited to:

If you have questions about whether a situation or location might be hazardous to the operator or the equipment, contact Keefe Boerner, the Facilities Manager, at 471-9253 <keefe.boerner@austin.utexas.edu>.

*WARNING: USE OF RTF DEPARTMENT EQUIPMENT IN HAZARDOUS SITUATIONS MAY RESULT IN PERMANENT AND COMPLETE SUSPENSION OF ALL EQUIPMENT PRIVILEGES, INCLUDING POST-PRODUCTION, STUDIOS, CLASSROOMS, AND OTHER RTF ASSETS. *

4a. The following are some key points to remember when filming on campus:

* The University of Texas at Austin prohibits the possession or use of firearms, facsimile weapons/bombs, armor-piercing ammunition and knives on University property, including academic, administrative, special use, recreational and housing facilities, as well as all grounds and parking lots. This policy applies to students, faculty, staff and campus visitors. The only exceptions to this policy are for commissioned police officers and when the Dean of Students grants special permission.

Section V HOW MUCH EQUIPMENT CAN I CHECKOUT?

5. The Facilities Manager and the RTF Department reserve the right to limit the amount of equipment per checkout. Because there is a finite amount of equipment, there are limits to how much each shoot can use. Primary equipment items, such as, but not limited to, firewire drives, hard disk recorders, and cameras, are limited to one for each shoot. Items that are crucial to a shoot, such as light meters, are also limited to one per shoot to ensure that everyone who needs one can get one.

5a. GRADS – For camera tests the maximum test time is overnight on a weekday. The purpose of a camera test is to test various kinds of film and test the camera for scratches and operational malfunctions NOT to test location, lights, etc. You get a camera, light meter, tripod, changing bag, and a few lights. NO SOUND EQUIPMENT IS NEEDED FOR A CAMERA TEST. Any additional equipment must be petitioned at least 2 weeks in advance.

5b. If travel is approved, there is a maximum dollar limit of $ 10,000 aggregate value for international travel.

There is a maximum dollar limit of $70,000 aggregate value for out of the 25-mile radius, but within the contiguous United States.

Section VI HOW DO I GET EQUIPMENT?

6. Equipment check-out/check-in is first come, first served. There is not enough equipment for everyone to shoot at the same time. Reserving equipment well in advance of your shoot increases the likelihood that there will be equipment available for you when you need it. Space and staff time are limited. We can only help a certain number of people simultaneously. DO NOT PROCRASTINATE. Qualified users (see Equipment Checkout Rule #1) must submit an electronic Equipment Request Form. Here’s how:

Step 1: Reserve an appropriate length appointment times (one for your checkout and one for your check-in) by calling Equipment Checkout. 471-6565 OR by appearing in person at CMB 2.105 during business hours Monday through Friday 8AM to 4PM.

You should get in the habit of scheduling appointments AND equipment at least one week ahead of time. If you try to reserve equipment or appointments less than one week before your proposed shoot, we may not have appointments or equipment available.

APPOINTMENTS ARE THE FOLLOWING LENGTH:

less than 15 items -30 minutes

***DO NOT SHARE YOUR PASSWORD. DO NOT MAKE RESERVATIONS FOR ANYONE ELSE. YOU ARE RESPONSIBLE FOR TRANSACTIONS INVOLVING YOUR PASSWORD. MAKING RESERVATIONS FOR SOMEONE ELSE OR ALLOWING SOMEONE TO USE YOUR PASSWORD MAY RESULT IN COMPLETE AND PERMANENT SUSPENSION OF EQUIPMENT PRIVILEGES. ALL TRANSACTIONS ARE TIED TO YOUR PASSWORD, SO WE CAN EASILY SEE WHO MADE A RESERVATION.***

**Please create your electronic reservation BEFORE 3PM ONE BUSINESS DAY BEFORE your checkout. We print the next day’s checkouts at 3PM the previous BUSINESS day so we can begin getting equipment ready. If you haven’t created a reservation, we won’t have your equipment ready for you when you arrive and you will have to wait for us to print it, get it ready, etc.

7. ALL requests (including faculty and TA requests) for equipment must be via the electronic form. If the electronic system is not working or you have an unusual request, for example, you need items you cannot access in the reservation system, email RTFcheckout@austin.utexas.edu.

7a. ALL requests for changes to reservations, be it additions of equipment, changes in checkout date/time, changes in check-in date/time MUST BE IN WRITING, either via email or on paper. Additions of equipment require two days advance notice. If we are not busy you can ask for these changes with less than 2 days notice, but be aware that we may not be able to honor your request.

7b. Please consider that additions to your checkout can change the length of the appointment time you need. Please understand we have other students and labs that need our time. If we do not have time for these additions, we cannot do them.

Section VII WHAT ARE MY RESPONSIBILITIES?

8. YOU are financially responsible for all equipment and pieces thereof that you check out. When you sign for equipment, you are acknowledging that it is fully functioning, undamaged, and that all parts are there. You are required to thoroughly inspect and test each piece of equipment. Call to the attention of the equipment room staff any defects, dents, dings, missing parts, etc. and ensure that these are noted on your Loan Agreement. If you do not check equipment before you leave, and it is broken or missing upon return, you are responsible for repair or replacement. STAFF WILL NOT COUNT CONDUCT AN INVENTORY BECAUSE YOU THINK YOU “DID NOT RECEIVE” AN ITEM. THE TIME TO DISCOVER THAT IS AT CHECKOUT. ONCE YOU LEAVE, YOU ARE RESPONSIBLE FOR THE ITEMS ON YOUR PAPERWORK. EVEN IF A STAFF PERSON SAYS THEY WILL COUNT THE ITEMS, THIS IS NOT CORRECT. THE TIME TO DISCOVER THAT YOU DO NOT HAVE AN ITEM OR THAT SOMETHING IS DAMAGED IS BEFORE YOU LEAVE. THIS RULE APPLIES TO EVERYONE, INCLUDING FACULTY OR TAS CHECKING OUT EQUIPMENT FOR CLASSES OR LABS. We have made it easy. There are boxes for you to use to initial which items you have checked and there is a description of each item so you know what to look for.

NO EXCEPTIONS. CHECK YOUR EQUIPMENT BEFORE YOU LEAVE.

*IMPORTANT NOTE: IF YOU “SWAP”, “LOAN”, ETC. EQUIPMENT WITH SOMEONE, YOU ARE STILL RESPONSIBLE FOR IT. YOU MUST RETURN WHAT YOU SIGNED FOR. That means the EXACT item(s).

9. The current insurance policy is very limited in coverage and is difficult to collect on. There is also a $2,500.00 deductible per occurrence. This means that if you damage or lose equipment worth more than $2,500, you must pay AT LEAST $2,500.

*If equipment is stolen from you, you are required to file a Police report with the proper law enforcement agency where the theft occurred within 24 hours of the theft. *

9a. You are required to file a claim with U.T.’s insurance company FIRST, no matter how many insurance policies you file under.

9b. You are required to pay the $2,500. Deductible immediately.

10. Equipment should be safeguarded at all times. No equipment may be left (stored) in an unattended vehicle, regardless of whether the vehicle is locked, equipment concealed, nor whether the vehicle is stored in a condition the user considers "secure". The Department considers the storage of University-owned equipment in any vehicle an unnecessary risk. If equipment is lost or stolen from a vehicle, the department will reveal this information to both the governing police authorities investigating the loss and our insurance provider:

In the event that the insurance provider denies a claim wherein the equipment was lost or stolen from an unattended vehicle, the borrower's liability for the deductible "only" may no longer be binding, as he or she will have willfully neglected the rule.

10a. No equipment may be stored in an office or classroom or studio or other University facility other than Equipment Checkout. Equipment left unattended may not be covered by insurance in the event of a loss. If you are shooting in an RTF Studio over multiple days, make sure you secure the equipment and never leave the most valuable items, Camera and Sound equipment, overnight.

The Department considers the storage of University-owned equipment in any campus location other than Equipment Checkout to be an unnecessary risk.

In the event that the insurance provider denies a claim wherein the equipment was left unattended, the borrower's liability for “only” the deductible may no longer be binding, as he or she will have willfully neglected the rule.

11. YOU ARE RESPONSIBLE FOR KNOWING THE SAFE OPERATION OF ALL EQUIPMENT YOU CHECK OUT. Do not check out equipment that you do not know how to use. Some equipment can be dangerous if used incorrectly. Ask your instructor and/or TA for additional instruction. The equipment room staff does not ordinarily have time to train you thoroughly during your checkout appointment, but if there is a safety concern, we will be glad to help. DO NOT PUT HEAVY CAMERAS ON TRIPODS NOT DESIGNED TO HOLD THEIR WEIGHT. If you are unsure about which tripod to use, ask us. Please do not use personal tripods with our equipment. They most likely are not designed to hold the weight of the cameras we have. Do not use non-compatible equipment together.

*NO RTF EQUIPMENT CAN BE USED WITH NON-CRYSTAL SYNCH GENERATORS UNDER ANY CIRCUMSTANCES. WE HAVE EXPERIENCED TOO MANY GENERATOR-RELATED LOSSES. Improper use of generators can result in loss of equipment/facilities privileges.

12. When you return your equipment the equipment room staff will inspect it carefully and call to your attention any suspected damage or missing parts. ALL equipment that is checked out will be inspected upon check in whether you used it or not.

13. You are expected to be present during your check-in. This is your only opportunity to witness how your equipment is inspected and tested, to explain damages or missing items, and to ask questions. You are welcome to have someone act as your representative at check-in if you cannot be there.

13a. If all equipment is returned in satisfactory condition, you will be given a receipt.

If all equipment is not returned in satisfactory equipment you will be given an itemized list of missing parts and/or damages noted in lieu of a receipt.

13b. If missing parts are located and returned, you will be given a receipt noting the return. Note that there will still be fines associated with a late return. See Section X.

14. Return all equipment the way you received it.

Cables and wires should be neatly coiled and wrapped. Tape should be removed from cables and other equipment.

Slates should be clean.

Pieces of grass, fake blood, clumps of dirt and mud and other foreign matter should be removed from equipment.

You will be asked to clean or coil equipment that is not in acceptable condition during your check in. If you are not present or if you elect not to clean and coil, you will be billed $2.50 per cable/extension cord for coiling, tape removal, or sticky residue removal. DUST REMOVAL FROM SENSITIVE EQUIPMENT WILL BE BILLED AT $25.00 AN HOUR. WET FABRIC, including sandbags and butterfly kits, will be billed at $8.00 EACH ITEM. Other repairs will be billed at the rate of $25.00 per hour if done at U.T. If sent away for repair, charges will be passed on to the student.

15. In the case of damaged equipment, Derek Young will determine if the damage is a result of normal wear and tear. If he believes it is not, he will determine if the item can be repaired, and if so, if it can be repaired here or if it needs to be sent away for repair. His decision is final. If he is unable to determine the cause of damage, the equipment will be sent to the proper repair facility for evaluation. Their decision is final.

16. In the case of an emergency closing, you should check voice mail at Equipment Checkout for instructions. If there are no instructions, check back. Also check U.T. home page to see if the University is closed. If the university is closed you should keep your equipment. Do not leave equipment outside Equipment Checkout’s door. You are responsible for the equipment until it is checked back in. NEVER LEAVE EQUIPMENT UNATTENDED!

17. Equipment Users are responsible for knowing ALL “Rules” contained herein and adhering to them. NO EXCUSES.

Section VIII WHEN CAN I CHECKOUT EQUIPMENT?

18. You are enrolled for a particular semester, therefore you CANNOT check out equipment until the semester begins AND you have completed required paperwork and paid insurance premiums (see Rule 1).

18a. You cannot use equipment after the semester ends or between semesters even if equipment is sitting idle. You are paying tuition for a semester and for access to equipment to complete your class work for a particular RTF class. When the semester ends (see Rule 18b for exact days this semester) your access to equipment ends. EVEN IF YOU HAVEN’T “FINISHED” YOUR PROJECT. Get your work done on time. EQUIPMENT CHECKOUT AND RTF FACILITIES ARE CLOSED BETWEEN SEMESTERS.

18b. ALL PRODUCTION EQUIPMENT (cameras and related equipment) MUST HAVE A CHECK-IN APPOINTMENT OF NO LATER THAN:

Dec. 4, 2009. (You must have an appointment scheduled. You cannot simply hold on to equipment until this date.)

ALL POST production equipment, such as sound effects CDs, transfer kits, Disk Drives, and split reels MUST HAVE A CHECK-IN APPOINTMENT OF NO LATER THAN Dec.15, 2009. (You must have an appointment scheduled. You cannot simply hold on to equipment until this date.)

If you do not return equipment as scheduled, your records will be BARRED immediately for the dollar value of the equipment.

Section IX HOW LONG CAN I KEEP THE EQUIPMENT?

19. There is no provision for lengthy checkouts. Generally speaking, 1 week is reasonable and all other circumstances shall be considered exceptional, requiring the approval of BOTH the class instructor and the Equipment Manager.

Firewire drives can be checked out for an entire semester if the instructor/TA notify Equipment Checkout that this is how they want to run their class. Pre-Thesis and Thesis Checkouts can be longer. GRADS – pay attention to the number of shooting days allotted in the MFA Handbook!

Section X WHAT IF I’M LATE? WHAT IF I’M A “NO SHOW”?

20. Be on time for your checkout and check-in. Equipment returned late can dramatically impact other students’ work. In order to reduce lateness, we have late penalties in the form of fines AND equipment suspension. Keep in mind that you can receive a fine, equipment suspension, or both. Late fines are calculated on a 24 hour 7 day a week basis to remove incentive for people to keep equipment out for “an extra weekend”, thereby depriving possibly several people of equipment during prime production periods.

The late fee is $.50 PER HOUR PER ITEM starting after a person is MORE THAN ONE HOUR LATE. So if you have 10 items and you are MORE than one hour late, you owe a minimum of $5.00. *NOTE: This fee accumulates over weekends, holidays, and other time periods even when Equipment Checkout is CLOSED.

Once equipment is late, even if it is later reported ‘lost,’ you still owe a late fine. The late fine will be calculated up to the time you reported the item lost. You will also owe the cost of the missing equipment. While this may seem cruel, the purpose is to prevent someone who owes a huge late fine from “losing” the equipment in order to dodge the late fine payment. Remember, you are required to report lost or stolen equipment immediately.

Late Fines will be billed to your “What I Owe” immediately.

In addition to fines, the following penalties exist:

•1st offense - written warning

•2nd offense - barred from using equipment and facilities for two weeks

•3rd offense - barred from using equipment and facilities until AFTER the next long semester

**In the event that someone is more than 24 hours late (weekends and holidays count as part of your 24 hours) returning equipment, the second late penalty will go into effect.

*This policy is necessary to deter people from keeping equipment that is due in on Friday out over the next weekend, when other students likely have the equipment reserved.

***After a student is more than 48 hours late, the student may be referred to Student Judicial Services for disciplinary action.

*Student Judicial Services considers the late return of reserved items to be a form of Scholastic Dishonesty because it deprives others of materials they need to complete their course work on time.

Keep in mind that these penalties apply to the duration of your enrollment in the RTF program. This means that you only get only 1 “official” warning.

It is not relevant whether someone else wanted or needed the item. If it is late, then a late fine applies.

20a. Equipment users who are more than two business hours late for a checkout appointment who have not notified Equipment Checkout via email to RTFcheckout@austin.utexas.edu will be considered “No Shows”. The fine for being a “No Show” is $1.00 per item up to $25 total “No Show” fine per incident. Please cancel reservations you no longer need at least 2 business hours in advance so that other users can access the equipment and the appointment time.

21. By their nature, "extensions" of equipment can be complicated. We realize that at times it will be convenient for a student to keep UP TO 20 ITEMS of equipment for a day or two longer rather than scheduling a new checkout and check-in. "Extensions" can save us time as well. However, they can deprive other students of equipment. Here is the way to request an "extension" of your checkout.   

Section XI HOW DO I TRANSFER EQUIPMENT?

22. In-Field transfers of equipment should be considered a last resort for rare situations when one user needs to use equipment checked-out by another, at a time when Equipment Checkout is closed and it is not possible to have the equipment properly checked-in before passing to the next user. NO MORE THAN 5 ITEMS MAY BE TRANSFERRED DURING AN IN-FIELD TRANSFER. Not 5 per paper- 5 total. Only 5. FIVE.

RESTRICTED ITEMS SUCH AS:

CANNOT BE FIELD TRANSFERRED WITHOUT ADVANCE WRITTEN APPROVAL OF THE EQUIPMENT ROOM STAFF.

You may only transfer items to a person who is authorized to have them. For example, you cannot transfer a Jib to a 366K student.

The person who originally signed for the equipment is responsible for Damage/Loss/Theft/Late Return if he/she fails to use a transfer form to properly transfer the equipment.

The person who receives the transferred equipment is responsible for returning the equipment when it is due.

23. No person may check out equipment for another person UNLESS that person is part of a group assigned by the production faculty member to work together on a project for that particular production class. TA’s may check out equipment for their assigned faculty member for class and lab demonstrations.

NO PERSON WHOSE EQUIPMENT PRIVILEGES ARE SUSPENDED MAY USE OR BE IN POSSESSION OF RTF DEPARTMENT EQUIPMENT AT ANY TIME. Violations of Rule 23 may be referred to Student Judicial Services.

Section XII WHAT IF I LOSE OR BREAK SOMETHING?

24. You have 48 hours to return missing equipment or parts.  

After 48 hours have passed, you owe us for the equipment or parts.

RTF will bill your "What I owe" page.  

Once a bill has appeared in the What I Owe page, you may pay it in the following ways:

• Pay on the Web using your credit card. Go to the What I Owe page and log in with your UT EID and password.

• Pay in person using cash or check. Payments are accepted in the RTF office, CMA 6.118 or in Equipment Checkout, CMB 2.105.

If you do not pay the amount on your “What I Owe”, in a timely fashion, it will turn into a Financial Bar.

Refunds for payments for lost or missing parts cannot be given once your check has been cashed/credit card charged even if the item is subsequently found.

25. No equipment will be checked out to people who owe money for lost, stolen, missing, or damaged equipment. No additional equipment will be checked out to a user until all equipment from previous check- out(s) is returned or paid for. ALL members of a group assigned equipment for a collaborative project will share responsibility. Each group member must be clear of financial obligations for the group to be eligible to check out equipment. Moreover, any equipment damage incurred will be billed equally to each group member. All names will be entered on the electronic reservation form. The signature of the person who performs the checkout for the group will bind all group members.

25A. Classes and labs are considered “group projects”. Items lost or damaged in lab will be billed equally to all members of the class and the TA unless the person responsible for the loss/damage can be identified. .

26. The RTF Department will make ALL purchases of replacement equipment. This is to ensure we get the correct product that actually works.

Section XIII WHAT SHOULD I DO IF MY EQUIPMENT ISN’T WORKING OR I BROKE SOMETHING?

27. The Technical Staff is responsible for making all repairs. DO NOT attempt repairs, cleanings, lubrications, adjustments or alterations of any kind even if you think you know what you are doing. If you "repair ", alter equipment in any way, or damage equipment by “cleaning” it, you may be required to pay for an entire piece of equipment. Never attempt to clean equipment or parts of equipment. DO NOT clean heads of video cameras or decks. Head cleaning tapes can destroy heads. If you suspect your head may need cleaning, call Joe Huston at 471-4846. DO NOT USE RUBBING ALCOHOL on our equipment. If you are having difficulty with any equipment, telephone us. We may be able to help you over the telephone. Save yourself both money and grief. NEVER, under any circumstances, use glue on our equipment, even if you think this might repair the equipment so that you can continue shooting. Glue usually causes additional damage in the long run. USE OF GLUE could result in suspension of ALL access to equipment in the future.

28. You are required to notify the RTF Department at 512 471-6565 immediately if you believe that your equipment is not functioning correctly or has been damaged, lost, or stolen. Our answering machines record messages 24 hours a day. Our insurance company requires that a claim be filed within 48 hours of the loss or damage, so it is important to notify us immediately.

28a. YOU ARE REQUIRED TO COMPLETE A TROUBLE REPORT IF EQUIPMENT IS NOT WORKING OR APPEARS TO BE DAMAGED. YOU CAN GET THIS FORM ON THE RTF WEBSITE OR IN EQUIPMENT CHECKOUT. Please help us help you by reporting problems rapidly. The sooner we know about it, the sooner we can fix it!

29. Failure to report lost or damaged equipment will be construed as an attempt to conceal the loss of or damage to the equipment and can result in you being barred from checking out equipment in the future for a time period determined by the RTF Department. It is your responsibility to immediately bring to the attention of the person checking in equipment any loss or possible damage. In addition to such administrative action, students who attempt to conceal lost or damaged equipment may be referred to the Office of the Dean of Students for Formal University disciplinary action. Other matters which may result in disciplinary action include, but are not limited to, providing misleading information to an instructor to obtain an extension or postponement on an assignment and providing false or misleading information to University staff members who are acting in the scope of their official responsibilities. The University’s standards of conduct and disciplinary procedures are outlined http://deanofstudents.utexas.edu/sjs/scholdis_conseq.php

Section XIV MISCELLANEOUS IMPORTANT RULES

30. Infractions of the Equipment Checkout Rules may result in referral to Dean of Students Office for investigation of Scholastic Dishonesty in addition to RTF Department disciplinary penalties, which may range from a written warning to complete and total suspension of all access to equipment and facilities.

30.a. Equipment suspensions are immediate, may be either permanent or temporary, and may be for some or ALL equipment and facilities controlled by RTF.

31. Appeals of equipment suspensions are made to the Chair in writing within three business days. Appeals will be responded to in writing within three business days of receipt.

32. Appeals of disciplinary action taken by Dean of Students Office must be appealed to the Dean of Students Office in accordance with their appeals policy.

33. The RTF Department will not reimburse a student for time lost while the student was suspended from using equipment or facilities.

34. The Department of Radio, Television, and Film is NOT responsible for losses related to non-functioning or malfunctioning equipment or operator error.

36. IN ORDER TO HELP YOU PROTECT RTF EQUIPMENT, YOU MUST OBTAIN WRITTEN APPROVAL FROM RTF TECHNICAL STAFF BEFORE USING RTF EQUIPMENT WITH RENTED, BORROWED, OR HOME MADE EQUIPMENT (ANY THIRD PARTY EQUIPMENT). THIS APPLIES SPECIFICALLY WHEN YOU ARE USING THAT EQUIPMENT WITH RTF EQUIPMENT. PLEASE ALLOW THREE (3) BUSINESS DAYS FOR APPROVAL.

SOME EXAMPLES WE NEED TO KNOW ABOUT ARE:

*WHEN OUR EQUIPMENT WILL BE USED ON A CAR MOUNT OR JIB.

*WHEN OTHER LENSES OR MAGAZINES WILL BE USED WITH OUR CAMERAS

*WHEN OUR MAGAZINES OR LENSES WILL BE USED WITH RENTED CAMERAS.

CONTACT LINDA CAVAGE, HECTOR GONZALES OR DEREK YOUNG IN EQUIPMENT CHECKOUT AT LEAST THREE BUSINESS DAYS PRIOR TO YOUR RENTAL WITH DETAILS ABOUT WHAT YOU WANT TO DO, SO THAT RTF CAN HELP YOU ACHIEVE YOUR GOALS WHILE KEEPING OUR EQUIPMENT SAFE.

37. User of equipment is solely responsible for charges or claims regarding property damage and/or injury resulting from the use of this equipment.

38 User of equipment ("User") understands he/she may be held responsible for judgments or settlements that result from a lawsuit brought by a third party, such as a crew member or actor on the student's film, should injury or death result from User's actions such as improper supervision, or other intentional or negligent acts.

39. User is solely responsible for collecting Release and Indemnity Forms from each crewmember.  User is solely responsible for collecting from each crewmember Medical Release Forms, & Travel forms when film project travels outside a 25-mile radius of the main UT Austin campus.  Additional forms may be required at the User's discretion.

Statement of Understanding of Equipment Checkout Rules

I have read, understand, and will comply with all of the Equipment Checkout Rules

Revised August 1, 2009

A copy of these rules has been given to me. I understand that I assume complete financial responsibility for equipment that I check out and that I share responsibility for equipment checked out by any member of my project group. I understand that I must return the EXACT item I checked out, and that if I loan or swap equipment with someone else, I am still responsible for the items I signed for.

_____________________________ ___________________________

Printed last name Printed first name

________________________________ _____________ ________________

Signature Date Class

1 . ONLY those 388S students who are MFA Production students and need to use equipment to finish RTF MFA production degree requirements can access our equipment.

    
 
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