PURPOSE

The purpose of this policy is to set forth the terms and conditions for utilizing multimedia equipment made publically available by the Mont Alto Information Technology Services Department for use by students, faculty, staff, or their respective department.  This policy is in place to protect the interests of both the Mont Alto Information Technology Services Department and all borrowers from abuse, theft, damage, etc.

SCOPE

This policy applies to all students, faculty, staff, or their respective department whom accept the conditions of this policy by borrowing any multimedia equipment made publically available by the Mont Alto Information Technology Services Department.

DEFINITIONS

See  Policy Conventions in Section 1.

POLICY

  1. Policy Conventions
    1. The Information Technology Services Department and its personnel will herein be referred to collectively as "ITS."
    2. "Equipment" is used to refer to any property made publically available by ITS for use by Penn State students, faculty, staff, or their respective departments.
    3. A "day" is considered any 24 hour period which begins at 12:00pm and ends at 12:00pm 24 hours later.
    4. "Weekends" are considered to be Saturday and Sunday collectively.
    5. The "borrower" is any Penn State student, faculty, or staff member to whom responsibility of ITS equipment has been transferred.
  2. Reservations
    1. Reservations are given priority over other equipment requests.
      1. Reservations will be scheduled based upon equipment availability.
      2. Reservations include equipment requested via individuals who have submitted an Event and Facilities Reservation Form.
    2. Reservations expire at 5:00pm on the date of the reservation.
  3. Loci of Responsibility
    1. The borrower is solely responsible for lost and/or damaged equipment as well as any late penalties incurred.
      1. The sponsoring faculty or staff member listed on an Event and Facilities Registration Form is considered to be the borrower and assumes responsibility in the event of damage or loss.
    2. By signing the equipment sign-out form, the borrower agrees to be bound by the terms of this policy and agrees to allow ITS to apply any late fee charges to the borrower's Bursar account.  The borrower also authorizes The Pennsylvania State University to apply any federal financial aid received toward any charges assessed to the borrower's Bursar account.  The Pennsylvania State University may continue to apply the borrower's student aid funds for this purpose until the borrower rescinds their authorization, in writing.
  4. Lending Policy
    1. General
      1. Equipment loans begin at 12:00pm on the date the transfer of responsibility to the borrower is complete regardless of the actual time the transfer occurred.
        1. The transfer of equipment and responsibility to the borrower may take place at any time during the business day at the discretion of ITS.
      2. Weekends are counted as two days.
      3. Equipment returned late is subject to any applicable penalties as stated in Section V.
      4. Any loan or recall that would become due on a weekend, a day that the ITS office is closed, or a day the campus is closed due to extenuating circumstances is automatically due the next operating business day at 12:00pm.
        1. Late fees will not be assessed on a day the ITS office is closed for any of these reasons.
        2. Late fees will be assessed on the amended return date if the equipment is returned late by the borrower.
      5. Standard and extended loan terms are not applicable to equipment requested via the Event and Facilities Registration Form.
      6. A loan period may not exceed five days, the sum of a standard loan plus an extended loan.
    2. Standard Loan Terms
      1. The period of a standard loan is two days.
      2. Equipment may be returned prior to its due date and time.
    3. Extended Loan Terms
      1. Extended loans are subject to equipment availability and policy II.a.
      2. An extended loan may be requested at any time prior to the expiration of the standard loan.
      3. The period of an extended loan is three days.
      4. Equipment may be returned prior to its due date and time.
    4. Recalls
      1. Only equipment on an extended loan will be subject to a recall by ITS.
      2. Recalled equipment must be returned by 12:00pm on the next business day which follows the recall notice.
        1. See also IV.a.iv.
      3. ITS will send recall notices via e-mail and/or voicemail.
        1. It is the borrower's responsibility to check whether a recall notice has been issued.
        2. The borrower may contact ITS to ascertain whether a recall has been issued.
    5. Equipment Delivery
      1. When deemed appropriate, ITS will deliver equipment to any location on the Mont Alto campus.
      2. A signature indicating the transfer of responsibility to the borrower for the equipment is required.
        1. If a delivery cannot be completed for this reason, all equipment will be immediately returned to ITS.
        2. A signature is not required for equipment delivery that has been requested via an Event and Facilities Registration Form.  Responsibility is assumed by the individual as described in section III.a.i
      3. At the conclusion of the event, the equipment must be returned to ITS by the borrower.
  5. Late Penalties
    1. Equipment returned late by a borrower is subject to a penalty of $50.00 per day.
      1. Late penalties are assessed at 12:00pm on the date the loan is due.
    2. Once the ITS office is closed at 5:00pm, any overdue equipment is due by 12:00pm the following business day.  New penalties are assessed as per policy V.a.
    3. Applicable penalties and/or charges will be charged to the borrower's Bursar account.
    4. A financial hold may be placed on the borrower's Bursar account at the discretion of ITS for non-payment of late charges.
      1. A financial hold will remove the borrower's ability to schedule classes or graduate until any applicable fees are settled and the hold lifted by ITS.
    5. Penalties are not applied to equipment that has been requested via an Event and Facilities Registration Form.
  6. Lost , Stolen, or Damaged Equipment
    1. Lost, stolen, or non-repairable damaged equipment will be charged to the borrower's Bursar account.  ITS will charge the actual market replacement cost to replace the equipment with the same or similar model equipment.  The fee may be prorated based upon the age of the equipment at the discretion of ITS.
    2. ITS reserves the right to determine whether damaged equipment can be repaired.  If damaged equipment is deemed as being repairable, the borrower's account will be charged for the actual market repair cost to repair the equipment to like new condition.
    3. A hold may be placed on the borrower's Bursar account at the discretion of ITS for non-payment of charges related to lost, stolen, or damaged equipment.
      1. A financial hold will remove the borrower's ability to schedule classes or graduate until any applicable fees are settled and the hold lifted by ITS.
  7. Laptop Policy
    1. Unless extenuating circumstances are present, ITS will under no circumstances provide a laptop for use on campus.
      1. Faculty or staff members who have been provided a laptop and are hosting a single guest speaker should use their provided laptop computer for the guest speaker.
      2. In all other circumstances and/or those circumstances where the use of the faculty or staff member's provided laptop prevents him/her from performing their duties, faculty and staff hosting a single guest speaker may borrow a laptop from the library for the duration of the event.
    2. Conferences, described as having two or more guest speakers in a single room, may request a laptop via the Event and Facilities Registration Form.  ITS reserves the right to approve or deny the request based upon the circumstances of each conference.
      1. ITS will provide a written explanation to the sponsoring faculty or staff member listed on the Event and Facilities Registration Form in the event the request is denied.
  8. Policy Amendments
    1. ITS reserves the right to amend this policy with or without notice.  Any changes will be immediately reflected on the A/V Services website.

CROSS REFERENCE

University Libraries Fee Structure 2007 – 2008

  • MTSS Fees (Line 34, 35, & 36)

POLICY HISTORY

2-12-2008: Policy was approved with conditions by Administrative Council.  The tiered late penalties schedule was changed to issue a $50.00 fine per day for late equipment to assure a hold can be placed on a student account since fees cannot be charged to the student account.  The policy will be sent to the University Bursar office for approval of tiered fees versus account holds. Upon return, it must presented to Administrative Council again for review and approval.