Reserve, Check out, and Return DMC Equipment

Policies

1. Loan of Equipment

   • Only Rice students, faculty, and staff with a valid Rice ID may borrow equipment.
   • Borrowers must be trained in using the appropriate piece of equipment before being granted check-out privileges.
   • Borrowers are responsible for all equipment checked out to them after they sign the DMC equipment checkout form.
   • Should equipment become faulty for any reason while in the borrower's charge, return it immediately to the DMC and let the DMC staff know about the problem.
   • Equipment sign-out privileges may be revoked at any time without warning due to careless handling of equipment or repeated lateness. For example: unattended equipment is considered careless handling.

2. Terms of Equipment Loan and Renewal

   • Equipment can be checked out for a 7-day period. 
   • Equipment may not be renewed.
   • Equipment may be returned and checked out again at the DMC service desk. 
   • Extended loans of any equipment will be allowed only with special permission from the DMC professional staff as availability permits.

3. Reservations 

   • Reservations are up to 7 days. 
   • Reservations may be made or requested up to 30 days in advance.
   • Reservations are valid for 24 hours. Equipment will be released if it is not picked up within 24 hours.
   • Back to back reservation  - the minimum amount of time required between consecutive bookings is 24 hours.
   • Pre-approved/long term projects may be given special consideration by the DMC professional staff.

4. Lost/Damaged Equipment and Replacement Fees

   • For any equipment or accessories that is not returned, or returned broken,
     • If the item is under $100.00, the borrower will be responsible for paying the total replacement cost.
     • If the equipment is over $100.00,
       • If the equipment is less than 4 years old, the borrower will pay the depreciation value cost, which is the original cost minus the depreciation.    
         • If the equipment is initially worth $500 or less, depreciation is calculated based on the original price down to $100 over 4 years.
         • If the equipment is worth over $500, depreciation is calculated based on the original price down to half the original price over 4 years.
       • If the equipment is over 4 years old, the borrower will pay the minimum replacement cost.
         • For equipment originally worth $500 or less, the minimum replacement fee is $100.
         • For equipment worth over $500, the replacement fee is half the item's original cost.
   • The borrower can keep the damaged equipment after they pay the actual value of the equipment.
   • Note: For any equipment not returned, if the borrower doesn't communicate with DMC staff (i.e. ignoring emails, voice messages, text messages, and phone calls from the DMC), the borrower will be responsible for paying the total cost of replacement.
   • Costs assessed against the borrower will be imposed on the borrower's library account and should be paid at the Fondren Library Service Desk.

Reserving Equipment Online

• Log in to your Library Account. 
• Use Advanced Search and choose "DMC Equipment" category
• Search and select the equipment you want to book
• Under REQUEST, click Request Item button.
• Fill out the Date and Time on the popped-up request form, click SEND REQUEST button. 
• Click on your name in the upper right corner and click "My Request", you can view all your equipment reservations and cancel any reservations.
• If you have reserved equipment and find that you do not need it, please cancel the reservation so that others may use it.
• For more information, refer to this guide of Equipment Self-Booking in the Library Catalog

Checking out Equipment

• You may pick up reserved equipment at the DMC service desk during DMC open hours.
• Equipment can be checked out earlier than time it has been reserved for if the equipment is already available, but there are no guarantees that it will be available.
• First time borrowers, please fill out this Borrower's Agreement Form. 
• You will need to fill out the equipment checkout form(s) upon checkout.
  • check the main item and all of its accessories in the package against the DMC checkout form.
  • ensure that the equipment is in proper working order before checking it out.

Returning Equipment

• Equipment must be returned directly to a staff member at the DMC service desk during DMC open hours. 
• Equipment cannot be dropped off to the book return box or left outside/inside of the DMC.
• If you have difficulty meeting the due date or can’t make to the DMC open hours, contact the DMC at 713-348-3635 or dmc-info@rice.edu, we will work with you to ensure the equipment is returned properly.
   

Overdue Notices

• Users will receive three email notifications once an item becomes overdue -- ensure your email is up to date on your library account and in Esther.

Notes

• Because the DMC's equipment is expensive, we require more complex procedures than if you were merely checking out a book from Fondren in order to reduce liability and ensure that we can continue providing our equipment checkout program. It is, therefore, important to allow plenty of time when picking up and returning items, as the process cannot be completed instantly, especially if other patrons are in line to be helped.
• The DMC will do its best to honor reservations. However, our equipment is used heavily, and occasionally patrons return items late. If this happens, we will do our best to find alternative equipment or to notify you when the equipment is returned. Please help us ensure the smooth operation of our check-out system by returning equipment on time.
• You cannot make a reservation or check out an item if your library account is blocked due to fines or overdue items. Contact Access Services on the First Floor of Fondren Library to clear your account. 
• If you are a temporary staff at Rice, you will not be able to reserve equipment although you can check out equipment. 
• An item is only available when it is not checked out or reserved.
• DMC no longer checks out laptops. To borrow a laptop, refer to the Laptop Loaner Program at OIT.