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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 media production and audiovisual equipment with a valid ID. Restrictions may apply to certain collections. 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

Equipment can be borrowed for up to 7 days (1 week).

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 must be submitted at least three days in advance and can be made for a reasonable period longer than the regular 1 week loan, as well as over designated school holidays and vacations - except for winter recess and summer break.

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 result in overdue and replacement fines and could sabotage other patron’s projects and equipment reservations. 

Request forms are approved daily by staff, in order of receipt, based on patron’s proficiency, divisional status, and loan record. Once approved, the equipment will be held on the requested date until 30 minutes before the end of office hours. After that, reserved 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 lend 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 and follow these guidelines


Equipment cannot be renewed. Patrons needing longer loan time must specify the exact dates and fill out an Equipment Request Form ahead of time. Please understand that media production equipment is a shared resource and heavily-used. 

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 will be charged for damage to and loss of equipment. Patrons are responsible for all equipment items checked out in their name from the time the equipment leaves our office until it is returned. Billing for damage, loss, or theft of borrowed equipment is subject to review with media services staff and faculty advisors. 

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Snail Mail
Media & Production Services
Hampshire College
893 West Street
Amherst, MA 01002