Moody College of Communication Equipment Checkout Rules

1.1  Equipment checkout services are allowed for currently appointed/enrolled Moody College of Communication faculty, staff, and student use only. Students have first priority for equipment access, followed by faculty and staff.

• 1.1.1 Undergraduate student use of equipment must be related to specific Moody College of Communication coursework.

  • 1.1.1.1  A Moody College faculty member or TA/AI’s authorization is required for classes which have not been pre-authorized.  Authorization requests can be submitted via email moody-checkout@austin.utexas.edu for review. 

  • 1.1.1.2  Independent Study requests for equipment require department approval.

  • 1.1.1.3  Internship courses are not eligible for equipment use.

• 1.1.2 Graduate student use of equipment must be related to specific Moody College of Communication coursework or research.

• 1.1.3 Faculty use of equipment must be related to specific Moody College of Communication coursework, research, or annual reports.

• 1.1.4 Staff use of equipment must be related to specific Moody College of Communication activities, events, or official responsibilities.

2.1 Users are required to create online reservations a minimum of 24 hours in advance and may be able to keep the equipment for up to 7 days depending on equipment availability.

2.2 Walk-in and same-day reservations are not allowed.

2.3 All reservations will be pending in the system until approved by checkout staff. Users will receive a confirmation email once approved.

2.4 Large reservations and multiple reservation requests from the same user or group should be placed a minimum of 48 hours in advance.

2.5 Reservation extensions (1X max, up to 3 days) are allowed, but not guaranteed.

• 2.5.1 Only reservations under 10 items are allowed to be extended.

• 2.5.2 Extensions can be requested in person at the time equipment is due, with all equipment present.

• 2.5.3 Extensions will not be granted once equipment is late.

2.6 Equipment lab reservations should be made by the course instructor or TA a minimum of 48 hours in advance (excluding weekends). 

• 2.6.1 Only instructors or TA/AI’s may reserve lab equipment; student-initiated lab reservations are not permitted.

3.1 Users may be penalized on a per checkout basis for returning equipment late. A checkout refers to one or more equipment reservations made by an individual or group, all scheduled for return at the same date and time.

Penalties are as follows:

• 3.1.1 First Offense – Warning

• 3.1.2 Second Offense – 2-week suspension

• 3.1.3 Third Offense – 3-week suspension, and

  • 3.1.3.1 Moody College faculty member of the corresponding class must email an acknowledgement of notification of the users' suspended status to moody-checkout@austin.utexas.edu.

• 3.1.4 Fourth Offense – Semester-long suspension

  • 3.1.4.1 Semester-long suspensions remain in place until the 1st class day of the next semester. 

  • 3.1.4.2 Two or more semester-long suspensions may result in permanent suspension of equipment checkout privileges.

3.2 Late fines may be applied for overdue equipment returns, in addition to the penalties outlined in Section 3.1. 

• 3.2.1 The late fine is $0.25 per hour per item.

• 3.2.2 A grace period of up to one hour may be granted at staff discretion based on the situation. 

• 3.2.3 Late fines are calculated 24/7 even when equipment checkout is closed. 

3.3 Equipment not returned within 48 hours may be assumed lost. After 48 hours, a financial bar may be placed on the user’s “What I Owe” account for the full replacement cost of all unreturned equipment. The user may also be referred to Student Judicial Services for scholastic dishonesty.

4.1 Cancellations can be made via the online reservation portal, email moody-college@austin.utexas.edu, or by phone (512) 471-6565.

4.2 Users may be penalized on a per checkout basis for failing to cancel reservations in advance. A no-show may be treated as a late return and penalized accordingly, as outlined in Section 3.1.

• 4.2.1 Reservations under 10 items require notice of cancellation at least 1 hour ahead of reservation time.

• 4.2.2 Reservations over 10 items require notice of cancellation at least 24 hours ahead of reservation time.

Equipment is considered abandoned or unattended when it is left in unsecured or public areas without supervision, not returned to designated locations, or left for extended periods without staff notification. Such behavior may result in penalties as outlined in Section 3.1. Repeated incidents may lead to suspension of checkout privileges.

6.1 Penalties for Missing or Broken Components

Users may be penalized on a per checkout basis for returning equipment with missing and/or broken components (see “checkout” definition in Section 3.1).

Penalties are as follows:

• 6.1.1 First through Third Offense – An invoice may be billed to a user’s “What I Owe” account. Equipment access may be placed on hold until all outstanding repair or replacement costs are paid.

• 6.1.2 Fourth Offense – An invoice may be billed to a user’s “What I Owe” account. Equipment access will be suspended for the remainder of the semester.

6.2 Financial Responsibility and Repair Process

Equipment access may be placed on hold until full compensation for repair or replacement has been made.

• 6.2.1 Users may be notified via email if any missing or damaged equipment is identified after return.

• 6.2.2 Users may be responsible for the full cost of repair or replacement (new or comparable model) for any lost, damaged or stolen items.

• 6.2.3 Equipment Checkout staff will coordinate all repairs and purchase replacement items.

• 6.2.4 Users who attempt unauthorized repairs, upgrades, or cleanings that result in damage may be held financially responsible for full replacement.

• 6.2.5 Damage includes concealed or unreported issues discovered after return.

  • 6.2.5.1 Concealed damage is considered damage that is not reported by the user upon return and is discovered later during inspection, testing, or subsequent use of the equipment.

6.3 Return Window for Missing Items

Users have a minimum of 48 hours to return missing equipment. After this period, the full replacement cost may be charged to their “What I Owe” account.

6.4 Refund Policy

Refunds may not be issued for lost or missing equipment, even if recovered later, due to inventory constraints.

6.5 Group Participation Restrictions

Users with suspended checkout privileges may not be listed as group members on other users' reservations.

Equipment must not be used int environments or situations that pose high risk of damage or safety hazards, including but not limited to:

7.1 Sand or dust exposure

7.2 Elevated locations (e.g., rooftops, ladders)

7.3 In, on or around water

7.4 Extreme cold or extreme heat

7.5 High humidity

7.6 Near explosives or open flames

7.7 Mounted on vehicles or animals (e.g., car-mounted, horseback)

8.1 Project information must be included with each equipment request.

8.2 Users must count, inspect and test all equipment before leaving the checkout area. Once equipment leaves checkout, users are financially responsible for any damage or missing components – even if they did not personally use the item.

8.3 Any visible damage or missing components must be documented on the loan agreement form prior to departure to avoid liability for pre-existing issues.

8.4 Equipment must be returned in good condition: clean, free of tape or residue, and with cables properly coiled and secured using the provided fasteners.

8.5 Users are responsible for any equipment damage resulting from the use of electric generators.

9.1 A deductible of $2500 applies before insurance coverage may begin. The deductible is the amount the user must pay out-of-pocket before the insurance company will cover any claim.

9.2 If the equipment is stolen, users must file a police report with the appropriate law enforcement agency and notify Equipment Checkout within 24 hours.

9.3 Loss due to negligence or lack of due diligence may not be covered by insurance.

9.4 Equipment stolen from a vehicle may not be covered by insurance.

10.1 Users may travel with equipment by air or land within the contiguous United States, provided they comply with all applicable University and departmental travel policies. 

10.2 When traveling by air, electronic equipment (e.g., cameras, monitors, audio recorders), lenses, and batteries must be carried on. Any equipment intended for checked baggage must receive approval from Equipment Checkout staff prior to travel. 

10.3 International travelers must comply with all University and departmental travel policies, including those established by the Texas Global office prior to travel. 

10.4 Requests for equipment involving international air travel must be submitted via email to moody-checkout@austin.utexas.edu at least one week in advance.

University of Texas at Austin, its governing board, officers, employees and representatives are not responsible for damages, injuries, losses, claims, or liabilities of any kind – including legal expenses – arising from the use or operation of the equipment.

Violation of any rules outlined in this document may result in permanent suspension of equipment checkout privileges.