Equipment Loaning

One of the main goals at Instructional and Meeting Spaces (IMS) is to support the campus community's audio/visual and computer equipment needs. Our unit provides a wide range of audio/visual equipment, computers and accessories for checkout. Items must be checked out in-person, on a first-come first-served basis. Equipment rental requests can be made over the phone or in-person.

IMS also provides video checkout and course reserve services. Students and staff may use the edit room, which is equipped with the full Adobe editing suite, or view a video assignment in one of the 3 preview rooms. These rooms are available to checkout, for individuals and small groups, throughout the semester.

Virtual Reality Headsets for Faculty and Staff are also available for educational purposes.

When Checking out Equipment...

  • Customers must provide their SJSU ID (Tower Card) at checkout.
  • Students must be currently enrolled in classes and provide their professor’s name and course number on the check-out slip.
  • Customers must sign an end-user agreement stating that the equipment will be safe, secure, and returned in the same condition.
  • If the loaner equipment is lost, stolen, damaged, or the checkout term is being abused, the customer will be restricted from accessing loaner equipment for 12 months.
  • If the loaner equipment is stolen, a UPD report must be filed and a copy provided to the equipment loaning Service Manager.

Contact Info Card

Equipment Checkout Policy

Equipment Loaning Term

This service offers various AV equipment for use in classrooms, or as a means of completing projects for classes or departments. Equipment is eligible for 2 day check-out periods

Weekend Checkout

  • Thursdays: Items checked out on Thursdays must be returned on the following Monday at or before 10 am.
  • Fridays: Items checked out on Fridays must be returned on the following Monday at or before 12 pm. (The weekend is counted as 1 day)
  • There is no checkout during Spring & Winter Break

Fair Chance Policy*

  • Most of our equipment is in high demand. We monitor checkout frequency and duration thoroughly, so we can always ensure everyone has a fair opportunity to checkout equipment for their projects. Please be considerate of other student’s needs.
  • *Check out policies vary depending on class sessions and specific items.
  • Full semester checkout is not available. Most equipment can be loaned for a maximum of 2 days, with a few exceptions:

Instructors

  • 2 Weeks: Videos & Digital sound recorders (excluding Zoom recorders)
  • 5 days: Instructor Laptops
  • *Extended checkouts need approval by an IMS Lead or Supervisor.

PA Systems

  • No checkout for off campus or fraternal organization events. No overnight checkout for students without staff or faculty authorization letter.  >>OVERNIGHT PA CHECKOUT LETTER REQUIREMENTS<<

DSLR Cameras

  • HD & DSLR Camera Checkout & Renewal
  • Due to the popularity of DSLR cameras, a customer is allowed 2 checkouts a week, separated by 24 hours (1 day).

Checkout Renewals

  • If more time is needed to complete your project, you may renew your checkout for 1 more day, only if your account is in good standing with no late fees.

Over Due

Late Penalties

CUSTOMERS WILL RECEIVE A NOTIFICATION THAT THEY HAVE BEEN RESTRICTED FROM CHECKING OUT ITEMS FOR 12 MONTHS IF:

  • a customer is 3 or more days late returning an item
  • is a day late returning items on 3 separate occasions
  • item is lost or stolen
  • item is returned incomplete or broken (missing parts or not functioning)
  • a customer fills in misleading or incorrect contact info on the checkout form
  • a student fails to return a pa system on the same day as it was checked out
  • if it is confirmed that a customer is checking out items for another banned student both students will be restricted.
  • Customers must sign an end-user agreement stating that the equipment will be safe, secure, and returned in the same condition.

Lost or Stolen Equipment

  • If the loaner equipment is lost, stolen, damaged, or the checkout term is being abused, the customer will be restricted from accessing loaner equipment for 12 months.
  • If the loaner equipment is stolen, a UPD report must be filed and a copy provided to the equipment loaning Service Manager.
  • Missing Equipment Report (PDF)
  • SJSU Property Loss Report (DOCX)