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Media Services Loan Policies

Media services lends moving image media, production, and presentation equipment.

Who May Borrow

Currently enrolled Five College students, faculty, and staff may borrow moving image media and presentation equipment with a valid ID. Visitor patrons, students on leave, or field study students do not have borrowing privileges.

Patrons interested in borrowing production equipment or using the media lab facilities must be certified by library staff.

Loan Periods

Moving image media (VHS, DVD, 16mm films, CD-Roms, and games) circulate for 5 days.

Production and presentation equipment circulate for 2.5 days, and are due before noon on the due day.

Equipment Request and Reservation

Patrons are strongly encouraged to plan ahead and request equipment needed for a specific date by filling out an Equipment Request Form in person. Requests can be made for a reasonable period longer than the regular 2.5 days loan, as well as over designated school holidays and vacations.

Often equipment is reserved back to back and it is crucial that patrons return borrowed items in the state that they were loaned. Failure to return equipment on time and in good shape will sabotage fellow patron’s reservations as well as could result in overdue and replacement fines.

Request forms are approved daily by staff, in order of receipt, by patron’s proficiency, divisional status, and loan record.  A patron then has equipment reserved for them until 30 minutes before the end of office hours on the given requested date of check out. After that, requested equipment is open to normal circulation.  
Media services does not loan equipment over winter recess, nor summer break. As stated in the Loan Policy, media services does not loan any items to students on leave or field study.

Patrons can apply for exceptions to this policy, but as media services' collections are in high demand for regular coursework and research; requests for exception are considered but not always granted. To apply, please contact your Div III faculty chair. 


Currently valid borrowers may renew any moving image media provided that...

  • It has not been recalled for reserve or another patron,
  • It is not a reserve item in demand, and
  • It has not reached the renewal limit (see below)

Patrons may renew moving image media online as long as they are not overdue. Renewals for these items may also be requested in person, by mail, or by telephone. Media from other Five College libraries may be renewed only by self-renewal or at the lending library, and are subject to the renewal policies of the lending library.

Requests to renew equipment can only be made in person and as long as the requesters are not overdue. As our equipment collections see heavy circulation, delays in returning equipment are a major inconvenience to fellow patrons and may deny the next patrons in line the opportunity to pickup their reserved equipment.

Renewal limits

Moving image media are limited to three renewals.

Production and presentation equipment are limited to one renewal.

Overdue (Warning) Notices and Bills

Overdue (warning) notices are sent regularly for circulating items. Overdue notices are a courtesy. Their receipt cannot be guaranteed, and they should not be considered a prerequisite to a fine or a bill.

Overdue equipment items are charged at the rate of $5.00 per day. If an item is not returned or renewed within 4 days from the due date, a bill for replacement is issued. Replacement bills include the price of the item as well as a $15.00 processing fee and a $10.00 penalty fee. When the item is returned or renewed, the bill is adjusted down to the $10.00 penalty fee. The return of billed items after one academic year may not result in a bill adjustment. Bills may also be issued for the repair or replacement of damaged material.

The equipment loan period is 3 days. It is crucial that all equipment is returned by NOON on the due date. This policy will be strictly enforced. Delays in returning equipment are a major inconvenience to everyone and may deny another person the opportunity to pickup requested equipment. Please respect the needs of others who are waiting: Return all equipment ON TIME.

Patrons are charged a fee of $5.00 per day, per item (including cables) for equipment returned after the NOON due date. After 4 days late, patrons are charged for the replacement cost of each item.

Patrons are responsible for all equipment items checked out in their name from the time the equipment leaves our office until it is returned. Patrons will be charged for damage to and loss of equipment.

Stay In Touch
With Media & Production Services
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Media & Production Services
Hampshire College
893 West Street
Amherst, MA 01002
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