FAQs and Policies

FAQ last updated: October 8, 2014 1:00 PM

General Information

Who can use the equipment and Bass Media services?

Anyone who is has a valid NetID, password, and Yale email address is welcome to use the equipment. Services (such as consultations) are also limited to the Yale community. Academic projects are given first priority, followed by Yale-affiliated projects, and lastly, personal projects. During heavy traffic times (mid-terms, finals), you may be asked to confirm the nature of your project.


How to request an extended reservation

Extended reservation requests must be made at least 2 business days in advance. Last minute requests will be handled on a case by case basis subject to restricted availability.

All equipment can be checked out for three days at a time. Anything over three days is an Extended Checkout and needs to be created by an administrator, and should be made in advance. Extended Reservations are only processed Monday through Friday, 9-5. Forms and documentation sent in on a weekend will be processed on Mondays. Bass Media will not create an Extended Reservation for you until all of the above requirements have been met.

We are unable to accommodate requests for Extended Reservations that take place during the months of November and April due to the high volume of usage.

To request an Extended Checkout, we require the following:

Fill out this Google Form

Fill out and turn in a Travel Contract

Provide proof of insurance

(You may waive your right to insurance on the travel contract, unless you are traveling internationally. All international travel MUST provide proof of insurance.)

We highly recommend insurance for all patrons, not just our international travelers. Media equipment is expensive, and accidents, theft or loss can happen just as easily on the Yale campus as it can while you’re traveling through Prague.

During times of high volume (usually the months of November and April), we reserve the right to deny Extended Reservation requests so that all students may have a fair opportunity to use the equipment. We also will give priority to academically-related projects, as opposed to personal projects.

We do not allow for semester-long checkouts of our most popular items (DSLRs, video cameras). If a class says that a particular piece of equipment is required for an entire semester (such as Intro to Digital Photography), it is up to the individual to procure their equipment without abusing the BMEC collection.


What are the restrictions on how much and what I can check out?

Yes – you can only check out one kind of item at a time. For example, you cannot reserve and checkout 4 camcorders, 3 mics, 5 tripods, and 2 still cameras. An acceptable reservation would be one with one tripod, one camcorder, and one external mic. If you’re doing a project that requires multiple cameras, mics, etc., please see “How long can I check something out?” and fill out the applicable forms. The Bass Media administrators can help you determine what equipment and how much will best suit your needs.

We do keep an eye on who is checking out what, and if we see that you’re abusing the system, we will talk to you about it.

Additionally, some of the equipment has the potential to be dangerous or fragile if not handled properly. To ensure that you and the equipment stays safe, training is required with the following equipment:

Training can be scheduled by emailing media.techs@yale.edu. Training should be arranged BEFORE you plan on checking out an item. If you have not been properly trained and no one can meet with you at the time of checkout, you will not be allowed to take the restricted item with you.


How do I make a reservation?

Log into the Reservations web application at http://ulua.its.yale.edu/bmec. You’ll be routed through the CAS server, which verifies your Yale identity. If you don’t already have an account within the web app, you’ll be prompted to create one. Most of your information should be automatically pre-populated, except for your phone number. Please enter your phone number or you will not be allowed to check out materials – we use this as a way of contacting patrons in case of problems.

Once you’re in the web app, select the date range that you’d like to check your item(s) out for on the right hand side of the screen. The default start and return dates are the current day. To change the date range, use the “Your Cart” box. Be sure to click “Update Cart” after you enter your dates, otherwise your cart dates will remain the same.

The maximum number of days for a checkout is three, for all equipment. Now that you’ve selected the range of dates that you’d like to check out the item, scroll through the catalog. If an item is available, if will say so. If it is not, it will say “unavailable.”

To add an available item to your cart, you can either click on the name of the item to first read more about it, or click the “add to cart” link. The cart works much like any other online shopping cart: once it’s in there, you can continue “shopping,” and check out once you’ve added everything that you want. Once everything that you’d like is in your cart, click the button that says “Make reservation” to create your reservation.

If there are problems that conflict with the web app’s rules (maximum number of days, maximum number of a type of equipment, etc.) you will receive an error message that states that you can’t make the reservation. If you need items for a longer period of time than three days, or more equipment than allowed, you’ll need to make an extended checkout.


What are the replacement costs for missing or lost items?

All patrons are solely responsible for the monetary value of the equipment they borrow. If equipment is being borrowed by an individual on behalf of an organization or department, the individual’s Library account will be billed unless other arrangements are made. For students with Bursar accounts, Library fees and fines stay on the Library account for several days before being automatically moved to the Bursar account.

Media equipment costs add up very quickly and we highly recommend to all patrons that they consider purchasing the personal property insurance plan(s) offered through Yale College and the Office of Risk Management. HF&C’s personal property insurance is available to all members of the Yale Community and covers not only equipment owned by Yale but all of your personal effects as well. For more information, please visit the Office of Risk Management’s webpage concerning personal property insurance. You can also read our FAQ on insurance for more information.

If an entire kit is lost, you will be charged the market retail price for a replacement. Kits include but are not limited to: the actual equipment, any specialized equipment purchased to supplement our kits such as camera filters, USB cords, SD cards, or batteries and kit bags. Replacement costs for entire kits are also displayed on each individual item’s page within Reservations, so that you can do a general tally of the value of your equipment as you make your reservation.

If an individual item is lost, you will be charged the replacement cost of that item. We do not accept physical replacements, as our equipment must meet departmental standards and requirements. We purchase most of our equipment through B&H Photography and receive educational, shipping and bulk purchase discounts as well as enjoy tax-free purchases as an educational institution, which means that it is generally cheaper to let us replace our own items. Replacement costs will also be billed to your Library account.


I’d like to purchase some insurance

We highly recommend that all patrons purchase insurance that will cover the replacement costs of the media equipment that they may borrow. Media equipment is expensive, and while Bass Media as a program does have insurance, our deductible is $1,000. If you lose or damage our equipment, you are responsible for paying the first $1,000 of the replacement costs.

Personal property insurance is available to the entire Yale community via the Office of Risk Management and insurance company HF&C. This personal property insurance covers all Yale-owned property that you borrow, as well as your personal effects, and typically contains very low deductibles.

HF&C Personal Property Brochure (2012)

Proof of insurance is required for all Extended Reservations, effective February 1, 2012.


FAQ last updated: October 8, 2014 1:00 PM

Equipment

What kind of equipment does the program have?

BMEC provides high-quality, “prosumer” models of digital media equipment for the Yale Community.

Currently, the program has several models of camcorders, two models of audio recorders, several mics (studio and wireless), mic stands and cords, various Mac adapters, three models of still cameras, several tripods, and a light kit. New equipment is constantly evaluated and added to the program, and most equipment is replaced on a 3-year replenishment cycle. For a complete listing, please see the Reservations page.


FAQ last updated: October 8, 2014 1:00 PM

Policies

Am I allowed to take BMEC equipment on international travel?

Yes, we allow our equipment to travel internationally, for extended periods of time. However, we do require the following paperwork:

A Google Form request

A signed Travel Contract

Proof of insurance

Proof of insurance is always required for BMEC equipment traveling internationally. There are no exceptions.

Reservations will not be made until all of the above requirements have been met. Contracts can be printed off and turned in at the Bass Circulation desk, or scanned in with a signature and emailed to bassmedia@yale.edu. Proof of insurance should be a copy of your certificate of insurance from your provider, and can be emailed to us as well.

Students traveling internationally should also speak with the Office of Risk Management to review protocols and procedures. BMEC notifies the Office of Risk Management of all equipment that will be traveling internationally, and expects patrons to follow up accordingly. Failure to communicate with the Office of Risk Management may result in a reservation being cancelled.

Risk Management Contact Information

2 Whitney Avenue, 6th Floor

PO Box 208253

New Haven, CT 06520

Telephone: 203.432.0140

Fax: 203.432.5432

risk.management@yale.edu


What happens if equipment is overdue?

Overdue materials will be charged a fine of $35 per item per day (Mac adapters are $10/day). Anything that is overdue for longer than five (5) days will result in banning from the system, and that person or group will not be allowed to use the program or equipment for the rest of the semester. Fines are collected on a bi-weekly basis through a patron’s University Library account.

The reservation system automatically sends reminders of upcoming checkouts, checkins, and overdue messages. They are not personal messages sent by anyone at bassmedia@yale.edu.

Equipment must be returned in person by the time Bass Library closes. Due to the expensive nature of the equipment, it is not acceptable to leave the equipment in the book return or with a security guard. If you leave equipment in the book return, you will receive a late fee and will be expected to pay the replacement costs of the media equipment if it is damaged or stolen while in the book return.

NEW! Negative Impact Policy

If your overdue equipment creates a situation where we cannot check equipment out to the next person who has materials reserved, you will be charged a Negative Impact charge of $100. We expect our patrons to make every effort to return equipment on time, as this is a highly used program. Other patrons expect reserved equipment to be there when they’ve asked for it, and a lack of communication will result in negative consequences. Bass Media will make every attempt remind and warn a patron when they are in danger of incurring this fine, but the responsibility lies fully in the hands of the individual patron.


Where do I pick up and return equipment?

Media equipment is available at the Bass Library Circulation Desk. Patrons may pick-up and return equipment during standard Circulation Desk hours, which can be found on the Bass Library Hours website.

Equipment must be returned in person to the Bass Circulation desk. We do not accept materials through the book return as an “on time” return. Most of the media equipment has a high cost of replacement and/or repair if stolen or damaged. Do not leave equipment in the book return or with a security guard. If equipment is lost, stolen or damaged while in the book return, the responsible patron will be billed for the cost of replacement or repair.


The Circulation Desk is closed for the night, and I have equipment that I need to return. Can I leave it in the book return?

No! The book return slot at the Circulation Desk is NOT a secure area and materials left there might be stolen or damaged. We require all returns (and pickups) to be made in person so that we can go through the kits and make sure that all of the equipment is there and undamaged. Missing pieces must be replaced, and broken equipment must be fixed, both of which cost money. While BMEC is not a “for profit” program, we still need to recoup the costs of damages and replacement items to ensure its long term success and viability.

Security guards have also been instructed to not accept materials.


NEW: Negative Impact Policy

If your overdue equipment creates a situation where we cannot check equipment out to the next person who has materials reserved, you will be charged a Negative Impact charge of $100. We expect our patrons to make every effort to return equipment on time, as this is a highly used program. Other patrons expect reserved equipment to be there when they’ve asked for it, and a lack of communication will result in negative consequences. Bass Media will make every attempt remind and warn a patron when they are in danger of incurring this fine, but the responsibility lies fully in the hands of the individual patron.


FAQ last updated: October 8, 2014 1:00 PM

Hardware

Camera-Mic compatibility

While BMEC has several models of cameras and mics available, not all cameras and mic play nicely with each other. Some cameras do not have an audio-in line, which means that an external mic cannot be used at all, while other mics have customizable internal mics and can use external mic options as well.

The following models of cameras have external audio capabilities:

If a mic does not come with a 3.5mm jack (standard audio jack), you will need to check out an XLR adapter as well. We have two models of XLR adapters.



FAQ last updated: October 8, 2014 1:00 PM

Software

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