SJMC Equipment Checkout FAQ

Life happens. We understand that extenuating circumstances sometimes keep us from sticking to agreements. We will work with students, a limited number of times, to accommodate extenuating circumstances. However, if you don't email us, we can't help you. Contact us from your TXST email as soon as you are able when you know equipment will be late.

Please Note: Extenuating circumstances are situations out of your control. Failure to plan is not an extenuating circumstance.

This is already in your syllabus if you've been approved for equipment checkout. If you fail to return equipment on time without an exception for extenuating circumstances, your professor will be notified that you have been banned. Your professor will decide if this negatively impacts your course grade.

You are expected to be responsible for the equipment you checkout. We may ban you from checking out equipment and put a hold on your account if you damage or lose equipment. Please be honest with us when this happens, we will often try to work with you because mistakes happen.

University policy prohibits personal use of university property and equipment. The equipment we checkout is for coursework only. To ensure equipment stays in good condition, we have enough equipment for everyone, and we are complying with state and university policy, equipment may not be used for personal use or financial gain.

We do our best to keep items in good condition and inspect items when they come back and before they leave. It is your responsibility to double check items to make sure they are in good condition before leaving equipment checkout. You may step just outside the door to inspect your items if there is a line.

We need to know as soon as possible if our equipment is lost, damaged, or stolen. Reporting missing equipment can be a time sensitive matter. Please complete the Access and Incident Form. 

We need you to communicate with us about equipment you cannot return on time. If you do not communicate with us, we cannot approve a late return.

Please make sure to return the equipment is organized as you received it. The plate should be on the tripod, legs on the tripod should be collapsed and secured, your media should be removed from the camera, and batteries should be out of the camera and charged if possible. 

Equipment must be returned without significant wear or damage. If equipment is damaged, it is your responsibility to let us know what happened via email to SJMCEquip@txstate.edu immediately.

We need to know if you will be traveling with university property. Please request permission to travel with university property by completing the Access and Incident Form. 

Students are not approved to have SJMC equipment repaired by ITAC. 

Complete the Access and Incident Form if any of our equipment is not working correctly.

Installing apps can introduce malware to our computers. When a computer is infected, we have to fill out paperwork, completely wipe the computer, reinstall all of the apps, and reconfigure the whole system. You will lose all files that are not already backed up. Please complete the Access and Incident Form. 

Be sure to backup all files saved to devices you checkout before bringing them back to SJMC Equipment Checkout. Data saved on SJMC equipment is erased when the equipment is returned.

Undergraduate Students 

Undergrads can checkout equipment for two of our operating days*. If a student wants to recheck the equipment, it can only be done in person. Please note that the ability to recheck equipment is not guaranteed. 

* For example, equipment checked out on Monday is due Wednesday and equipment checked out on Wednesday is due Monday. Our hours are listed on the Equipment Checkout support page. 

Graduate Students 

Graduate students can checkout equipment for one week. If a student wants to renew their checkout, it can only be done in person. Please note that the ability to recheck equipment is not guaranteed. 

Each recheck must be done in person with the equipment in hand for inspection. You can also receive a fully charged battery for certain items at this time. One recheck allows for a total of four days, which is enough time to complete a project.

If a student is late returning equipment to the Equipment Checkout Room, the student loses all checkout privileges. In addition, a return that is late may result in up to a letter deduction on the student's course grade. If equipment is a week late, we are required to report it as lost or stolen to the University Police Department.

If you know your equipment will be late due to extenuating circumstances, please complete the Access and Incident Form. 

Students are allowed multiple checkouts throughout the semester for assignment or project use. Compliance with returning equipment on time will ultimately determine how many checkouts each student is allowed.

Reservations can only be made by professors for a specific class. Checking out equipment is on a first-come, first-serve basis. 

If a medical issue, personal emergency, professional obligation, or any other extenuating circumstance prevents you from returning equipment on time, we need to know as soon as possible. If you complete the Access and Incident Report, we may grant you a one time extension as a courtesy. We do not need the details of your personal or medical emergencies. Failure to contact equipment checkout before we open the next day may be grounds for denying your request.

Please note exceptions for extenuating circumstances are limited and are not guaranteed.