Conditions of Use and Rental Rates

To borrow equipment, you must be:

• A currently enrolled student using equipment for academic work
• A faculty or staff member conducting college business or professional development
• Able to pay applicable rental fees (RSOs)
• Assume full financial responsibility for late fines, loss or damage

Priority of use:
Media fee programs, courses, and ILC’s get first priority over all other patrons.

• Full-time academic programs
• Full-time Independent Learning Contracts and Internships
• Part-time courses
• College and Student Activities events

Equipment Reservations

• Reservations can be made up to one month in advance and no less than 24 hours before needed. Large reservations must be submitted at least one week in advance.
• Reservations are not guaranteed but we will try to provide alternatives.
• Equipment not picked up an hour past scheduled time will be cancelled.
• High use equipment cannot be reserved for more than two weeks in a row.

Equipment Loans

• Normal loan periods are seven days and some equipment have additional restrictions.
• Lab keys are typically checked out for 1-2 days.
• Large checkouts need to be started at least one hour before closing.
• Last-minute checkouts may not be accommodated.
• Test equipment immediately following your checkout and communicate with Media Loan staff about anything that is not in working order as soon as possible. Once checked out, you may be held responsible for damaged equipment. 

Renewing and Extending Loans 

Renewing Loans

• Renew loans before the due date by calling, emailing, or in person at the front desk.
• Renewals are not guaranteed, so be prepared to return equipment by your current due date.
• Renewals must be confirmed by a staff member over the phone, with an email, or in person at the front desk before they are valid.
• Equipment loans over break require approval from faculty, proof of registration and tuition payment

Returning Equipment

• Return equipment on or before due date in-person during open hours.
• Return equipment to Media Loan. Return to the Library Circulation Desk when Media Loan is closed. Do not use library book drop for equipment or lab keys.
• Prearranged shipping returns may be accepted at the borrower's risk.
  • Shipping equipment requires specific packing instructions and insurance.
  • If shipping is desired, contact medialoandl@evergreen.edu to explore options.

No equipment is insured by Evergreen. Borrowers may want to consider obtaining insurance coverage from a private broker or agent.

Any student with an official incomplete may submit a request to Media Loan. Students should contact Media Loan to get and complete an Incomplete Form. 

The request should be signed by the faculty member and verified by the Registration and Records Office. A deposit is required.

Once approved, the student can request access to Media Loan equipment for up to 30 calendar days, or dependent on faculty approval.

After returning the equipment Media Loan will refund the deposit, minus late fines or damage charges (if applicable). Refunds are completed within four weeks.

Media Loan complies with Washington Administrative Codes 174-168-010 through 070 and Evergreen's academic policy covering use of equipment.

Washington Administrative Code

Media Loan charges late fines when you do not bring equipment back by the due date on your agreement form. Fees accumulate daily, including when Media Loan is closed for weekends, holidays or academic breaks. You are responsible for paying late fines on your student account.

When equipment is one week overdue, keys are two days overdue, and/or the late fines reach the value of the equipment, we declare the equipment and/keys lost.

If you repeatedly return equipment late, your Media Loan account may be put on hold pending a meeting with Media Loan staff.

Late Fines

If equipment is damaged while in your care, you may be responsible for the cost of repair or replacement.

It is important that you report any damage when you return the equipment. We may discover damage that you may not know about in our maintenance process. If this is the case, we will contact you with more information.

If we have to replace the item, we may bill your student account for the replacement cost plus a non-refundable service charge of $25 per item. 

We will charge your student account for equipment replacement, plus a $25 non-refundable service charge for each item if:

• You report equipment as either lost or stolen while in your care.
• We declare it lost because you haven't returned it to us.

If you return equipment within the academic year, we refund replacement charges but not late fees and service charges.

If items in your care are lost or stolen repeatedly, your privileges may be suspended. In some cases, delinquent borrowers may expect:

• Attempts by Police Services to retrieve equipment.
• Be subject to legal action by a collection agency and liability for all costs accrued in the collection of unpaid charges and fines, in accordance with established college policy and procedures.

If you feel you have been unfairly charged, or there are mitigating circumstances you wish us to consider, you can appeal your charges by submitting an Appeal Form. 

Media Loan Appeal Form

Appeal Process

• You must appeal within 30 days of bill date
• Final decisions are made by committee
• You can contest committee decisions within 14 days of notification by petitioning the Director of Media Services
• The Director then has 20 days to respond
• Final arbiter is the academic dean for Instructional Support & Library and Media Services