Equipment Hire and Usage Policy 23-24
Approval: March 2023
Next Review: September 2024
Current Version: 0.3
Table of Contents
Introduction
LSA provides audio visual and related equipment hire to its full time students to support them with their set coursework.
LSA also provides audio visual and related equipment hire to its staff to support them with their delivery of outstanding teaching and learning.
This document sets out the audio visual and related equipment hire guidelines that must be adhered to by both students and staff at LSA.
Booking Process
Online Bookings
All bookings must be placed on the LSA Siso site which can be accessed here: https://lsa.siso.co
At the point of making a booking, users are confirming they have read and understood this policy and agree to its terms.
Bookings must be made at least 24 hours before the required time of collection
Bookings can be made up to 14 days ahead
Students will only be able to book equipment and that they have passed a competency test for. Please refer to the LSA Technicians to book a competency test or check which kit you are trained on.
Booking Allowance
Equipment can be booked for a maximum of 3 days per booking.
Multiple bookings can be made, but all equipment must be returned to the Kit Store between bookings to check for packing and damage and to recharge any batteries required.
There is a limit of one camera kit per student per booking.
All users booking kit should be mindful of other users and that equipment is limited. Therefore they should only book a kit for the specific period of time they will be using the equipment.
Staff Bookings
Teachers must book out equipment for use in classroom activities using the online booking process outlined in section 2.1 and adhere to the booking allowance outlined in section 2.2.
When a teacher makes a booking, a booking confirmation email will be received to confirm the booking can be delivered.
All equipment in the booking will be delivered to the teachers classroom before the start of the lesson by a technician.
The equipment will be delivered to the classroom with a printed booking form which itemised all equipment in the booking.
It is the responsibility of the teacher to note if there are any items missing against the order on the booking form before the start of the class.
If equipment is handed to students during the class activity, the teacher must write the students name next to the item on the booking form, to track which item of equipment has been handed to which student.
If equipment is handed to students during the class, it must be returned to the teacher at least 15 minutes before the end of the class. The student must sign their name next to where the teacher has written their name by the correct item of equipment on the booking form to indicate it’s successful return.
The technician will arrive to the class at least 10 minutes before the end of the booking to support the teacher check all equipment has been returned in the same condition it was given.
During the class, it is the teachers responsibility to maintain a safe and ordered working environment which minimises risk of damage to equipment.
It is the teachers responsibility to ensure that all the kit is returned and signed back in by the student. The teacher should also inspect the equipment to ensure it is free from damage and has been packed back into its case appropriately.
Once all equipment is collected back in, the technician will return the equipment to the Kit store.
Collection and Return of Equipment
IT Support & Kit room opening times
The IT support and kit room will be open during the following hours during term time:
Monday 9:00 - 17:00
Tuesday 9:00 - 17:00
Wednesday 9:00 - 17:00
Thursday 9:00 - 17:00
Friday 9:00 - 16:00
There is no opening at the weekend.
The Kit Store is open for collection and return during half term holidays (October, February, May). Bookings during these periods must be made no later than 4pm on the last day of term.
The Kit Store is closed for stock checking and auditing during Christmas, Easter and Summer holidays.
Collection of equipment
Only the student that the equipment is booked to is allowed to collect and use the equipment booked in their name.
Equipment must be collected within 30 minutes of the booking time. If the equipment is not collected within 30 minutes of the time booked for collection, the equipment will be returned to the store and made available for others to book.
If you lose your booking due to arriving late, you will need to rebook the equipment for the next day (at least 24 hours).
If you know that you are running late and at risk of missing your collection time, you can call or email the Kit room to inform them of this and they will hold your kit for up to one hour.
When collecting kit it is your responsibility to ensure that all the equipment you have booked is handed to you.
You will be responsible for the safe return of the kit booked to you. You must not give equipment booked in your name to others to return.
You must state at the time of collection if you do not receive any part of the booking, otherwise you will be held accountable for all items
It is your responsibility to identify if any kit is damaged or has signs of wear and tear at the time of collection. Kit given to you will be assumed as new, you will be held accountable for any damage or wear and tear that is not identified by you at the time of collection when you return.
Return of Equipment
Only the student that the equipment is booked to is allowed to return the equipment.
Equipment must be returned before or at the due return time.
Equipment must be returned in the same cosmetic and working state it was collected in.
Equipment should be packed into the carry case or relevant outer wear it was supplied with, in the same order that it was collected in.
If there is any likelihood that equipment cannot be returned by the booked return time, you must call or email the kit room to inform them of this.
Safe Use of Equipment
Safe handling
Only the student that the equipment is booked to should handle the equipment.
Users should not book more equipment than they can safely carry.
Any user observed carrying equipment in a way that may cause accident or injury to themselves or others, may have equipment confiscated and the booking cancelled.
Most equipment is very expensive and highly delicate so users must always handle all equipment with care and not use force on any items of equipment.
If an item requires force to operate, please return it to the Kit Store so it can be checked and fixed if needed.
Users must adhere to safe manual handling practice when lifting and carrying items of equipment that are heavy.
Users should not operate equipment for more than three consecutive hours and must be mindful of taking breaks, particularly when working handheld.
If it is likely a user will need to operate for several consecutive hours, it is recommended to book camera support such as a tripod, shoulder mount or steadicam.
Risk Assessments
All bookings must be accompanied by a risk assessment of the filming activity that the kit is to be used for.
Any bookings that do not have a complete, detailed and thoroughly thought through risk assessment will not be fulfilled and equipment will not be issued.
All risk assessments must be signed off by a teacher or member of the SLT before being accepted by the Kit room technician.
The kit room technician must also approve the risk assessment before fulfilling the booking. If the technician does not approve the risk assessment, the student must make the required amendments to the risk assessment and return it to the technician.
If the risk assessment is still not satisfactory the student must return to their teacher to complete a new risk assessment before returning to the technician at which point the student returns to paragraph 4.2.4.
If a risk assessment highlights a danger that poses a significant threat of harm, the booking will not be fulfilled until the planned activity is changed or suitable safeguards are put in place which reduce the risk.
If any activities are thought to have been undertaken with equipment during the loan period that are not in the risk assessment, the user will have broken the terms of hire and will be sanctioned according to section 5 of this policy.
Malfunctioning Equipment
Any equipment found to be malfunctioning or not working must be reported to the Kit Store immediately.
Users must not attempt to repair a malfunction themselves.
If any parts of the equipment come loose or unresponsive, this must be reported to the Kit Store immediately. Do not attempt to tighten or repair.
If any parts detach from the main body of equipment, ensure that all parts are gathered and stored safely before immediately returning them to the Kit Store.
Care for equipment
All equipment loaned from the Kit Store is delicate and prone to damage if not handled properly.
Users must take all care possible to look after the equipment loaned to them by being gentle with use and placement of any kit.
Users must not leave any item of equipment unattended at any time.
Users must treat all equipment in a way that is appropriate for highly expensive and delicate technology.
Users must repack equipment into the provided protected gear every time equipment is transported between locations, however small the distance being transported.
If equipment is taken off the LSA campus, additional care must be taken for packing and handling equipment.
If equipment is used outside, appropriate protective wet weather case should be booked and used to protect the equipment from external weather.
If equipment is used outside and it is raining, snowing or heavy mist, and there is no protective wet case weather, users must stop using equipment and pack it back into the protective case provided.
If equipment is used outside and it is windy, equipment must be sufficiently secured or weighted down with sandbags to ensure it does not suffer wind damage.
Student Sanctions
Failure to collect a booking
If a student fails to collect a booking, it will be held for up to 30 minutes after the booked collection time.
If the student has not called or emailed to alert the Kit Room that they are running late, the booking will be cancelled after 15 minutes and the student must make a new booking.
If a student does call or email the Kit Room to alert them that they are running late, the booking will be held for an additional hour.
If the student does not subsequently collect the kit after the extended hour has been given, the booking will be lost and a new booking must be made.
Failure to return a booking on time
If a student fails to return any piece of equipment from their booking on time they will face sanctions in line with the severity of lateness. If working on a group project, sanctions will be applied to the student and all those working in the group with that student. If kit is returned:
Less than 20 minutes late - Equipment Loan ban for 48 hours
Less than one hour late - Equipment Loan ban for 72 hours
Less than two hours late - Equipment Loan ban for 1 week
More than two hours late - Equipment Loan ban for 2 weeks
Failure to return equipment
If a student fails to return any item of equipment they will have an equipment loan ban until the equipment is returned.
If the equipment is not returned a student will face disciplinary action and their place on the course may be at risk.
Loss of equipment
If a user loses any item of equipment they must report it immediately to the Kit Store.
Should a student fail to return any equipment or parts reserved during their booking, they are required to visit the kit store to obtain a missing item form. Subsequently, they must complete the form and submit it to the technicians. This will lead to a necessary participation in training related to equipment hiring and usage policies, alongside successfully passing an examination. Only upon meeting these requirements will the student regain the privilege to make equipment bookings in the future.
It will be the responsibility of the person who booked the equipment to find and return the lost equipment.
In case of having equipment loaned to a student by a teacher as part of an in-class activity, it will be the responsibility of the student to find and return the lost equipment to the teacher.
If any equipment is lost and cannot be recovered within 24 hours, the user who booked the equipment may be required to pay for the replacement of the equipment. The Head of Department (Film & Television - Technical), Assistant Principal - Film & Television and the Form Tutor for the student will be informed of the loss and details logged on Arbor.
If the equipment lost has a replacement value of less than £50, the student will be required to pay for the replacement value if it has not been recovered within 24 hours.
If the lost equipment has a replacement value exceeding £50, the decision will fall to the Head of Department (Film & Television - Technical) and Assistant Principal - Film & Television.
If equipment is thought to have been stolen, it is the responsibility of the user who booked the equipment to immediately report this to the Police by calling 101 or attending a local police station. A crime reference number must be gained and submitted to the Kit Store technician.
Damage to equipment
If a student damages an item of equipment they must inform their teacher if it is a classroom based activity, or Kit room technician if through an independent booking, immediately.
In the event that equipment is damaged by a student, the student is expected to undergo training on equipment handling and adhere to usage policies. Subsequently, they will be required to pass an examination that demonstrates their understanding of these policies. Once these steps are satisfactorily completed, the student will regain the privilege to book equipment again.
If equipment is deemed to have been damaged through misuse or lack of care, the student may be required to pay for repair or replacement of the equipment. The Head of Department (Film & Television - Technical), Assistant Principal - Film & Television and the Form Tutor for the student will be informed of the loss and details logged on Arbor.
If the equipment damaged has a replacement value of less than £50, the student will be required to pay for the replacement value.
If the damaged equipment has a replacement value exceeding £50, the decision will fall to the Head of Department (Film & Television - Technical) and Assistant Principal - Film & Television.
If equipment is deemed to have been damaged through misuse or lack of care the student and their group will be issued with an equipment loan ban of three weeks. This may be increased based on severity and extent of the damage.
Lending equipment to other students
Students must not let anyone other than the person named on the booking, handle or use the equipment.
If a student is thought to have loaned the equipment booked to them to another student, it will result in an equipment ban of one week for all students involved. Subsequently, they will be required to pass an examination that demonstrates their understanding of these policies. Once these steps are satisfactorily completed, the student will regain the privilege to book equipment again.
Dangerous activity and willful damage
No one should use loaned equipment to undertake activities that could endanger the safety of others. This includes recording dangerous or inappropriate activities and dangerous operation of equipment. That could harm the operator or others.
If any activities that are deemed to be dangerous are carried out using the loaned equipment the user will face an equipment loan ban for a set amount of time as decided by the SLT. This could include a permanent ban and disciplinary action in line with the LSA behaviour policy.
If any activities are carried out using loaned equipment that are not covered by the risk assessment submitted at the point of booking, students will face an equipment loan ban for a set amount of time as decided by the SLT. This could include a permanent ban and disciplinary action in line with the LSA behaviour policy.
Any student thought to act in a manner that willfully damages equipment will face an equipment loan ban for a set amount of time as decided by the SLT. This could include a permanent ban and disciplinary action in line with the LSA behaviour policy.
Studio Usage Policy
Approval: March 2023
Next Review: September 2024
Current Version: 0.3
Table of Contents
Collection and Return of Space
LSA provides studio and technical facility hire to its full time students to support them with their set coursework.
LSA also provides studio and technical facility hire to its staff to support them with their delivery of outstanding teaching and learning.
This document sets out the studio and technical facility hire guidelines that must be adhered to by both students and staff at LSA.
All bookings must be placed on the LSA Siso site which can be accessed here: https://lsa.siso.co
At the point of making a booking, users are confirming they have read and understood the Equipment Hire and Usage Policy, along with this policy and agree to its terms.
Bookings must be made at least 24 hours before the required time of collection
Bookings can be made up to 14 days ahead
Students will only be able to book studio and technical facilities once they have passed a Health and Safety and Studio Usage training session. Please refer to the LSA Technicians to book a training session.
Studios and technical facilities can be booked for a maximum of seven hours per booking, provided that this booking does not go past 4PM. Multiple-day bookings are not permitted.
Multiple bookings can be made, as long as they are separated by a minimum of 24 hours and all studios and technical facilities must be returned to their default state between bookings, unless otherwise agreed in advance.
There is a limit of one studio or technical facility per student per booking.
All users booking spaces should be mindful of other users and that studio availability is limited. Therefore they should only book for the specific period of time they will be using the space.
Teachers must book out studio or technical facilities for use in classroom activities using the online booking process outlined in section 2.1 and adhere to the booking allowance outlined in section 2.2.
When a teacher makes a booking, a booking confirmation email will be received to confirm the booking can be delivered.
The technician will arrive to the studio at least 15 minutes before the end of the booking to support the teacher returning the space to the default layout.
During the class, it is the teachers responsibility to maintain a safe and ordered working environment which minimises risk of damage to the space.
It is the teachers responsibility to inspect the space to ensure it is free from damage and has been left tidy and presentable.
Studios and Technical Facilities will be open during the following hours during term time:
Monday 9:00 - 16:00
Tuesday 9:00 - 16:00
Wednesday 9:00 - 16:00
Thursday 9:00 - 16:00
Friday 9:00 - 15:00
There is no opening on the weekend.
Bookings may be available outside of the standard term time opening hours, however availability will be strictly limited, and prior planning and approval will be required by the Kit Store, well in advance.
During the handover process, it is necessary for you to visit the kit store to retrieve your tag. Upon receiving the tag, we will link it to your name and booking through a scanning procedure. Subsequently, our technicians will escort you to the designated studio and facilitate the opening of the studio doors.
Studios and technical facilities must be handed over within 30 minutes of the booking start time. If the space is not handed over within 30 minutes of the time booked, the space will be made available for others to book.
If you lose your booking due to arriving late, you will need to rebook the space for the next day (at least 24 hours).
If you know that you are running late and at risk of missing your handover time, you can call or email the Kit room to inform them of this and they will hold your kit for up to one hour.
During the handover, it is your responsibility to ensure that you notify the technician of any damage or defects in the space.
You will be responsible for the safe return of the space booked to you. You must state at the time of handover if there is any damage or defects in the space, otherwise you will be held liable for them.
Upon concluding your use of the studio, it is essential to return the tag to the kit store. This step ensures that the tag can be properly scanned to remove your association with the studio booking. Failing to return the tag would result in the studio and its facilities remaining under your name. You also will be banned from booking the studios until we receive an email from your teacher.
Please ensure the security of the tag. In the event of its loss, a replacement fee of £50 will be charged.
Spaces must be returned before or at the due return time.
Spaces must be returned in the same cosmetic and working state it was handed over in.
Where applicable, curtains must be in their protective bags, litter should be placed in available bins and the space returned to the same condition. Reference photos are available in each space.
If there is any likelihood that the space cannot be returned by the booked return time, you must call or email the kit room to inform them of this.
All bookings must be accompanied by a risk assessment of the filming activity that the kit is to be used for.
Any bookings that do not have a complete, detailed and thoroughly thought through risk assessment will not be fulfilled and equipment will not be issued.
All risk assessments must be signed off by the Kit Store at least 24 hours prior to the booking start.
If the technician does not approve the risk assessment, the student must make the required amendments to the risk assessment and return it to the technician.
If the risk assessment is still not satisfactory the student must return to their teacher to complete a new risk assessment before returning to the technician at which point the student returns to paragraph 4.2.4.
If a risk assessment highlights a danger that poses a significant threat of harm, the booking will not be fulfilled until the planned activity is changed or suitable safeguards are put in place which reduce the risk.
If any activities are thought to have been undertaken with equipment during the loan period that are not in the risk assessment, the user will have broken the terms of hire and will be sanctioned according to section 5 of this policy.
If you discover any defects or damages within the studio spaces, it is imperative to promptly inform the Kit Store. Neglecting to report such issues to the technicians will result in liability for the damage when we conduct checks before transitioning to the next booking.
Users must not attempt to repair a defect themselves.
Users must take all care possible to look after the space loaned to them.
Users must not leave the space unattended at any time. If you need to leave the space unattended, inform the Kit Store in order for it to be locked and unlocked.
Failure to notify the kit store technicians and leaving the space unattended at any point during your booking may result in being locked out of the space. Re-entry may require an email from your teacher to the kit store technicians explaining the circumstances, upon which we may consider allowing you back in. Please note that there is a penalty charge of £50 that may also apply in such cases.
The user named in the booking is responsible for the actions of any participants in that space. Users should take care to inform all participants of this policy and the expectations of behaviour.
If a student fails to collect a booking, it will be held for up to 30 minutes after the booked collection time.
If the student has not called or emailed to alert the Kit Room that they are running late, the booking will be cancelled after 30 minutes and the student must make a new booking.
If a student does call or email the Kit Room to alert them that they are running late, the booking will be held for an additional hour.
If the student does not subsequently collect the kit after the extended hour has been given, the booking will be lost and a new booking must be made.
If a student fails to return their booking on time they will face sanctions in line with the severity of lateness. If working on a group project, sanctions will be applied to the student and all those working in the group with that student. If a space is returned:
Less than 20 minutes late - Ban for 72 hours
Less than one hour late - Ban for 1 week
Less than two hours late - Ban for 2 weeks
More than two hours late - Ban for 1 month
If a student damages a studio or technical facility they must inform their teacher of a classroom based activity, or Kit room technician if through an independent booking, immediately.
If space is deemed to have been damaged through misuse or lack of care, the student may be required to pay for repair or replacement of the equipment. The Head of Department (Film & Television - Technical), Assistant Principal - Film & Television and the Form Tutor for the student will be informed of the loss and details logged on Arbor.
If the space is deemed to have been damaged through misuse or lack of care the student and their group will be issued with an equipment loan ban of three weeks. This may be increased based on severity and extent of the damage.
If a student is thought to have loaned the space booked to them to another student, it will result in a booking ban of one month for all students involved. There is also a penalty charge of £50 for such action.
No one should use loaned spaces to undertake activities that could endanger the safety of others. This includes recording dangerous or inappropriate activities and dangerous operation of equipment. That could harm the operator or others.
If any activities that are deemed to be dangerous are carried out using the loaned spaces the user will face an equipment loan ban for a set amount of time as decided by the SLT. This could include a permanent ban and disciplinary action in line with the LSA behaviour policy.
If any activities are carried out using loaned spaces that are not covered by the risk assessment submitted at the point of booking, students will face an equipment loan ban for a set amount of time as decided by the SLT. This could include a permanent ban and disciplinary action in line with the LSA behaviour policy.
Any student thought to act in a manner that willfully damages spaces will face an equipment loan ban for a set amount of time as decided by the SLT. This could include a permanent ban and disciplinary action in line with the LSA behaviour policy.