Pickups & Returns

• All pickups or checkouts of portable equipment are done at PPECS.
   
• Some of our advanced PPECS Pro equipment requires that you attend a certification workshop to become certified before use. Check with your faculty member or a checkout center assistant for more details. (See Equipment Certification Policy in Reservations)
   
• All portable equipment must be picked up from PPECS at the scheduled pick-up time
   
• All portable equipment must be returned to PPECS at its scheduled return time. 
   
• Equipment and facilities must be picked up and/or returned by the person who reserved the equipment unless other arrangements are made with the Portable Equipment and Facilities Manager. (This can happen only under special circumstances,)
   
• All pick-ups or check-outs on fixed facilities are done in Park Master Control, Room 159.
   

Users must arrive for all facilities (editors, studios, etc.) no later than 10 minutes after the reservation begins (MCR room 159), otherwise the system will cancel the reservation and return the facility to circulation. All reservations must conclude at least ten minutes before the building closes. Failure to check in at Master Control, room 159 could result in a Park Card hold and loss of facilities access. Like Portable equipment, these reservations and checkouts are non-transferable. If the facility is checked out under your name, you must be in attendance at all times. You cannot check out a facility and then pass the use of it on to a friend or someone else in your crew or group. You will be held responsible for any damage or items stolen or lost while the space was checked out under your name. You must also make sure to clean up the space before leaving. If a space is left in an unacceptable condition, your Park Card will be held and your privileges suspended for a period of time to be determined on a case-by-case basis.

Users who wish to travel with portable equipment must complete a travel authorization form. Anyone travelling beyond 100 miles of Ithaca College must make arrangements in advance and obtain travel forms from the Portable Equipment & Facilities Manager in Park 111. Additional insurance may be required. If you are traveling by air, see the PPECS Portable Media Production Equipment Manager for tips on packaging equipment. All travel requests must be approved by appropriate faculty and staff. 

Certain locations may require proof of liability insurance. This can be obtained from the Risk Management department. Check their website for instructions and procedures. (See “Bookmark These Links” Page)

If you are late returning equipment, your account will be put on hold for a minimum of four full weekdays and all future reservations will be canceled. Example: Your equipment was due back Monday morning at 10:00 am and you return it at 10:30 am. It is late. Someone else has missed getting the equipment you did not return, your Park account is now on hold, and you will not get your access back until the following Monday. The day your card is taken, (Monday) does not count, so Tuesday through Friday all of your privileges are suspended. The Facilities & Equipment manager’s office is not open on weekends, so you would receive your card and privileges back on Monday. Any future reservations you have would automatically be canceled.

The user is responsible for any and all damages to equipment while checked out under their name. The user must check their portable equipment as quickly as possible after checkout. If a problem is found, we will make every effort to fix, replace and/or note condition on the checkout. If the user does not take the time to test or check their portable equipment, they are assuming responsibility for any loss or damage that is found when it is returned. If damage is discovered the user’s privileges will be suspended and will remain so until they have met with the Portable Equipment manager. Arrangements will need to be made for restitution for parts, repairs or for the replacement of the damaged equipment. The length of the suspension will be determined by the Portable Equipment and Facilities manager and/or the Director of Technical Operations. Honesty by the student plays a crucial part in this decision. Attempts to deceive staff about the conditions or circumstances of the damage could result in additional penalties.

• Winter in Ithaca is cold! If your equipment has been outside during cold weather, bringing it inside to warmer temperatures can cause condensation, and that can cause significant damage to camera bodies and lenses.
   
• Condensation is what happens when warm gas comes in contact with a cooler surface. If you take a camera outside in cold weather and then bring it inside, condensation will develop on the outside of your equipment, and potentially on the inside of your camera as well. That moisture has the potential to cause several problems including frying internal electronics, cause fungus to develop in between the elements of your lens, and so on.
   
• Lighting that rapidly goes from extreme cold to extreme heat can have bulbs burst which becomes a safety issue for yourself and our staff.
   
• If PPECS staff feels your equipment is too cold to safely inspect, it will be held at room temperature prior to inspection, in order to ensure the safety of both the equipment and everyone in the vicinity. While the equipment is waiting for inspection, your Park account will be placed on hold until it can be determined if the equipment is in a suitable condition.

• Student Employees are to be given the same respect as if they were full-time professional staff. Instructions provided by student staff at both PPECS and Master Control need to be followed accordingly. 
   
• Absolutely no food or drinks are allowed in production or lab spaces. Failure to follow will result in privileges being suspended.
   
• Watch the walls and bulletin board for postings. Announcements and procedures concerning checkout of equipment during Fall, Spring or Thanksgiving break will often be posted.