TVFM Student Equipment and Facilities Policies

  • TVFM Student Production Handbook (should be a page with PDF link inside)
  • Lab Schedules
  • Location Shooting

Equipment Policies

Equipment Check-out Authorization

You may be authorized to borrow video, audio, or cinematography equipment only after meeting all of the following requirements:

  1. You must be a currently enrolled student in good standing in an authorized audio, video, or film production class.
  2. You must have a current and verifiable phone number and address on file with the TVF Technical Staff.
  3. You must have a current University-issued photo I.D.
  4. You must have previously returned all equipment in a timely manner, in operating condition, and have a clean record of interaction with the TVF Technical Staff.
  5. You must have turned in a copy of both sides of your CalState LA ID, and the signed and filled out Equipment Checkout Agreement Form (verifying that you have read, understood and agree to comply with all its provisions) to the TVF Technical Staff.

The ability to check out equipment under these terms is at the discretion of departmental equipment staff, including student assistants. If staff informs you that you may not check out equipment, please do not argue with the staff member who declines to let you checkout equipment at that time. Accept the decision and attempt to resolve the problem through your professor and/or the Associate Chair of Production.

Your Equipment Check-out Responsibilities

Anyone checking out equipment agrees to the following:

  1. That they will be personally responsible for equipment in their care at all times.
  2. That they will return items on the scheduled return date at the scheduled return time.
  3. That they will use the equipment for official CalState LA related projects only.

When checking out equipment, it is your responsibility to review each piece of equipment that you are taking to ensure that it is present, accounted for, and in operating condition before you leave the premises with it.

Any damage to the equipment that occurs while in your possession, up to and including, full replacement cost of that equipment, is your responsibility, whether the damage or loss of that equipment is your fault or not.

By using your Cal State LA ID to check out equipment, you acknowledge receipt of that equipment in working order, with no damages or defects. If equipment is returned with damages, defects, or parts missing, you will be held responsible.

The loss, theft, breakage or disappearance of equipment is the responsibility of the borrower. If a piece of equipment is lost or damaged while in your care, information will be supplied to the Cashier's oOfice and the staff will work with both you and the Cashier’s Office on the replacement/repair. In the event that replacement is not handled in a timely manner, the following may occur:

  • All equipment and facility privileges (including edit suite access) will be revoked.
  • A hold will be placed on your registration (you won’t be able to register for new classes).
  • A hold will be placed on your grade report (you won’t get immediate credit for a completed class).
  • A hold will be placed on your diploma.
  • A stolen property report will be filed with the police.
  • Other legal actions appropriate to the situation will be taken.

Care of Equipment

By checking out equipment, you agree: 

  • You know how to operate the equipment.
  • You will not to use the equipment in a reckless manner. 
  • To remain aware and vigilant to keep the equipment as safe as possible. 
  • To report any damage of the equipment to the TVF Technical Staff as soon as possible. 
  • To notify equipment staff if the equipment is not working properly ASAP.  
  • You will not leave equipment unattended in any unsecure location include, but not limited to, automobiles, shooting locations, or any other public or campus locations.

General Check-out Process

  • Bring your CalState LA ID with you to EVERY check out and check in – your ID will be scanned and the items you are checking out will be logged with your profile.
  • You must wear closed-toed, substantial shoes and appropriate clothing that is adequate for working with, handling and loading equipment, when you arrive to checkout or return equipment. 
  • You may not checkout equipment for another student, even if that student is authorized to checkout equipment. 
  • Do not loan your ID card to anyone else to checkout or check in equipment. That responsibility is not transferable to another student. If one authorized student checks out equipment for another student’s use, both students will lose checkout privileges. Simply put, DON’T CHECK OUT EQUIPMENT FOR ANYONE OTHER THAN YOURSELF.
  • You are required to return the equipment that you checked out. You may not return equipment for another person. Do not ask another person to return equipment for you.
  • Certain items may be reserved for specific classes and therefore may not be available for students to check out.

Reserving Equipment with WebCheckOut (WCO)

Equipment for the TVFM Department is available for checkout in one of two locations: TVFM Center or MUS 257. Please consult WebCheckOut to confirm the location of equipment you wish to checkout. In addition, consult the Department Canvas page for current checkout hours*. Please note, if you attempt to reserve equipment you are not cleared for based on your coursework training, your reservation request will be denied. If you have questions on what equipment is available to you, please consult your professor and/or the Associate Chair of Production.

All checkouts and reservations for equipment for the TVFM Department will be done through the software WebCheckOut. Please use this link to watch a tutorial on WCO if you need guidance or a refresher on the system LINK TO WCO Training

For questions about WCO, please contact the TVF Technical Staff

  • Equipment may only be checked out by students currently registered in designated production classes. 
  • Your professor will provide you with a list of equipment that you will be allowed to checkout. 
  • Equipment may not be checked out between academic terms. 
  • Equipment requests will not be received or processed on academic breaks, ie: over Spring Break. 
  • You may not checkout equipment for another person. 
  • You may not return equipment for another person or ask another person to return equipment on your behalf. 
  • Checking out equipment and then loaning it to anyone else (this includes other people enrolled in your class) to use while it is checked out to you is a violation of your checkout agreement and may result in loss of checkout privileges. 
  • There is no way to extend a checkout period, equipment must be returned by the date established at your reservation/checkout time. 
  • Equipment may only be returned to the staff member facilitating equipment checkout. 
  • Equipment may NOT be left in the TVFM Office, or with any other student, staff or faculty to submit on your behalf. 
  • It is the student’s responsibility to ensure that equipment is returned in good condition and checked in. 
  • There are no exceptions to these rules.

*check out hours are subject to change

What to Do if Equipment is Stolen While It’s Checked Out to You

By checking out equipment the student agrees that they will continue to communicate with the equipment staff, and other interested parties, about the theft until such parties are satisfied with the information provided. The student is responsible to pay for the replacement of all equipment and accessories that are stolen while checked out to them at the purchase price of new equipment in order to replace what was stolen.

In event of a theft:

  1. Call the Police Department for the city/area in which you are located immediately to report the theft.
  2. Notify TVF Technical Staff of the theft and provide the staff member with copy of the police report as soon as possible.

It is the student’s responsibility to provide the Police Dept. with model numbers and serial numbers of the equipment stolen. The student can get that information from TVF Technical Staff. Once the Police Dept. has that information, then the theft report can be updated and the serial numbers can be put into an electronic database that will make it easier for the equipment to be found. TVF Technical Staff are unable to update the Police Dept. with this information since the report was created/initiated with the Police by the student.

Penalties for Late Equipment Returns

You are required to return equipment on time. Because of the limited amount of equipment available in the department, a late return will seriously impact other student and class work. Any student returning equipment late will lose checkout privileges for no less than two weeks. The Chair and Associate Chair of Production will determine if the impact of the lateness is significant to require a restriction of checkout privileges for the remainder of the semester.

Since the use of University equipment is a serious responsibility, the department has the right to revoke a student’s ability to checkout equipment for any reason at any time. Any equipment not returned on time may be considered stolen and a police report will be filed if the student fails to respond to demands to return the equipment.

Facilities Policies

Standard Policies/Prohibitions

  • Standard University policies and prohibitions apply in our studios, labs and classrooms at all times. Prohibited items/activities may include but are not limited to: The use of open flames or fire; the use of flammable materials or liquids; the use of fog/haze; the use or possession of illegal/illicit drugs or drug paraphernalia; the possession or use of fire arms or other weapons; activities involving the mistreatment of animals; activities involving the mistreatment or exploitation of minors; pornographic activities; activities involving the gratuitous depiction of sex or violence. •
  • Any personal property found by staff in studios, labs, or edit suites may be temporarily held for retrieval by the owner but will be taken to Campus Lost & Found located at the Public Safety Building as soon as possible.

Safety & Incident Reporting

  • Proper equipment placement and construction needs to be supervised by the attending faculty, staff or college technical staff. Trained and qualified technicians, faculty or staff should be responsible for the use and safety of support equipment related to an academic endeavor. •
  • When any incident occurs, an immediate call from the faculty member and/or staff member must be made to campus Police (343-3700) requesting that an incident report be taken. An accident report taken by campus Public Safety personnel is mandatory for all instances where damage or injury occurs on university grounds. 
  • Assistance should be expected by all faculty and staff in the investigation of incidents on campus. Faculty and staff, when asked, should expect to provide a written statement to the RM/EHS Office.

Studio Spaces (MUS 200, TVFM 104/107, and TVFM 115)

Studio spaces are available outside of designated class time by department consent ONLY

In order to request the use of a studio space, you must have an approved faculty member to supervise the time requested. The first choice for this faculty member MUST be the professor of your class. If that individual is unable to supervise the shoot, an alternate may be identified. Faculty are not required to supervise shoots outside of their teaching hours. Please be respectful about faculty time. You may contact the Associate Chair of Production in the event that you need to identify an appropriate alternative supervisor.

Faculty supervisor must be physically present in the studio for the entire shoot. There is no exception to this rule.

Edit Labs (MUS 255 and TVFM 207)

Edit labs will be open for Open Lab hours during the semester according to the schedule posted on the department Canvas site. Please consult the Canvas site for the most up to date information.

If you experience any technical issues with the computers in the lab please report these to the TVF Technical Staff and the Associate Chair of Production immediately (via email) so the issue can be addressed.

Please note that all lab computers are designed to completely erase and reset the computer settings each time you log off. Make sure that you back up all of your work to a personal hard drive to ensure you do not lose your work. There is no way for data to be recovered once it has been deleted.

MUS 255 Audio Booth

The Audio Booth inside the MUS 255 Edit Lab is not reserved and can be used on a first come- first-served basis. The Audio Booth is only available for use during open edit lab hours. Instructions for using the Audio booth can be found on the desk in front of the Audio Station. Do not attempt to use the Audio Booth unless you have the knowledge to use the equipment safely.

Edit Suites

Edit suite access is a privilege granted only to students in good standing with the checkout and equipment policies.

The 8 individual edit suites (MUS 203ABC, 205ABC) are available for use by authorized students currently enrolled in designated classes. Access to the edit suites is by personal PIN code number entered into each room’s keypad lock. The PIN code number is the last 6 digits of your CIN. Edit suites are accessible Monday through Saturday from 8am to 11pm. No access is permitted on Sundays, Holidays, Semester Breaks, or Campus Closure Days.

Edit Suites are intended to be used by students for class projects.

Edit suite access and equipment checkout privileges may be revoked if: 

  • You leave the edit room open and unattended 
  • You give out your edit room PIN code to another student 
  • You unlock an edit room door for someone other than yourself 
  • You leave personal belongings, equipment or trash in the edit room 
  • You occupy the edit room outside of authorized hours 
  • You are disruptively loud 
  • You use an edit suite for a purpose other than its intention 
  • You have equipment overdue 
  • You have not paid for equipment repair or replacement that you are responsible for 
  • You returned equipment late and have been given a temporary loss of departmental equipment privileges,
  • The discretion of the staff and/or faculty deems it necessary for any reason.

If you have a problem or issue accessing or using the edit suites you need to report it to the TVF Technical Staff as soon as possible.

Criminal charges including, but not limited to, trespassing, vandalism and burglary may be filed against any person who violates the edit suite access policy.

Clean Up

After working in one of these specialized spaces, or classrooms, whether as part of a class, during a lab exercise, or in any other capacity, you must take responsibility for cleaning that facility when you are done. Regardless of its condition when you entered, you are responsible for cleaning that room after you use it. This includes the return of equipment and furniture to their original or proper location, and the removal of trash, props, or other items that do not belong in the facility. Arrangements must be made with TVF Technical Staff in advance if you need to store anything in the space beyond the time that you are using it.

Any personal property found by staff in studios, labs, or edit suites may be temporarily held for retrieval by the owner but will be taken to Campus Lost & Found located at the Public Safety Building as soon as possible.

No food or drink is permitted in studios, control rooms, or media labs at any time.

Cal State LA is 100% smoke-free and tobacco-free. This is in accordance with the CSU’s Policy on Systemwide Smoke and Tobacco Free Environment, Executive Order 1108.

Unacceptable Student Behavior

Any actions by students in relation to the check-out, check-in or facility process that falls within the description of disruptive behavior will not be tolerated. Student Discipline Reports may be filed with the TVFM Chair’s Office, The Office of the Dean of Arts & Letters and the Campus Judicial Affairs Office for incidents such as these.