Equipment Checkout Policy and Procedures
Who is charged?
The following units/departments/offices are charged for the rental use of ITS media materials and equipment:
- Office of Housing Administration
- Student Groups (please call 4HELP (44357) for more information)
- Auxiliary Units: Foundation, Aztec Shops and Associated Students
- College of Extended Studies: Charged unless use is for academic course listed in the SDSU Catalog
What is charged?
All other university departments and offices (Academic Affairs, Business and Financial Affairs, Student Affairs, University Relations and Development) are only charged rental fees for:
- Grant funded projects
- Events, conferences, professional development, certificate programs with admission/registration fees
- Fund raising events
For any event/situation that is not a scheduled SDSU academic course, and is not listed above, please call 594-5691 for determination of fee status.
For More Information
To learn more about fee status, please call 4HELP (44357). Rates are subject to change without notice.
Policy on Lost, Stolen, or Damaged Equipment
Unfortunately, the cost of lost/damaged items can be significant for equipment such as video/data projectors and laptop computers. As important, of course, is that lost or damaged items are no longer available for other users. ITS policy states that the faculty or staff member’s department is responsible for lost/damaged items. For further details on the ITS policy regarding lost, stolen, or damaged items, including calculation of replacement cost, and responsibilities for communication and reimbursement, please see the ITS Lost, Stolen, and Damaged Equipment.
Equipment Checkout Terms
The ITS Checkout Counter is here to help with temporary and limited equipment needs (e.g. teaching in a space that is non-smart, faculty/staff meetings, etc). Our resources are limited and not intended to provide for ongoing needs in lieu of a department or college. Our demand is increasing and we must be in a position to serve as many faculty as possible. ITS Checkout Policy Short-Term Checkout: 7 to 10 business days – Specialty equipment (laptops, projectors) is 7 business days – Auxiliary equipment (cables, screens, microphone stands, etc) is 10 business days – Renewal policy: Maximum of two consecutive renewals before gear must be returned Long term checkout: All approved requests for long term checkout are maximum of one semester (plus a winter/summer if approved) and require department chair approval – Deadline for winter or summer return is two weeks prior to start of new term – Repeat requests will be considered two weeks into the following semester Faculty are encouraged to request equipment from their department or build equipment costs into grant-funded projects if equipment is needed on a continual basis or longer than a semester Late Equipment If equipment is late, users are notified using a 3-tiered system: 1 st late notice via phone or email after one week 2 nd late notice via phone or email after an additional week, along with notification to the user’s department chair 3 rd late notice – written late notice sent to user, also sent to Director of ITS and department chair, notifying of suspension of checkout privileges for the user.