Media Hub: Terms and Conditions 

1. Purpose 

The Media Hub provides access to media production equipment, software, and facilities to support academic, research, and creative projects for all eligible members of the University. 

2. Eligibility for Use 

2.1 The Media Hub is available to currently enrolled students, staff, and faculty members of the University, specifically those within the Faculty of Arts, Humanities, and Business.  
2.2 Access may be restricted to specific courses, departments, or academic projects based on resource availability or training requirements. 
2.3 Users must have completed any mandatory inductions or training sessions before using certain equipment or facilities. 

3. Booking and Reservation Policy 

3.1 All equipment and facilities must be booked minimum 4 hours in advance through the Media Hub’s online reservation system Smart Hub. Maximum reservation window is 28 days in advance 
3.2 Bookings have maximum duration of 72 hours (3 days) to ensure equitable access for all users. 
3.3 Users may only book equipment or spaces during designated operational hours, subject to availability. 
3.4 Any cancellations must be made at least 24 hours in advance. Repeated failure to collect booked equipment or attend reserved time slots may result in a suspension of access. 

3.5 An extension of your booking can be granted by the Media Hub. Book equipment for standard 3 days and fill out the extension request form before confirming your reservation. 

3.6 Bookings can be renewed for an additional 72hrs as an extension of the original booking. If the total booking period exceeds 6 working days, the user must return the equipment and complete a new booking. This is to ensure that all users have equal access to the recourses provided by the media hub. 

3.7 Email for an extension, all bookings longer than 6 working days will require technical management approval.  

3.8 Reserved equipment is not guaranteed to be available for collection as all resources are subject to damage and late returns. Alternative equipment will be arranged to accommodate.  You will be notified of this in advance wherever possible. 

3.9 Equipment must not be taken abroad without a valid insurance policy to cover the loan period. A copy of your policy will be required by the Media Hub Team prior to booking any equipment for overseas use. Technical management approval must be obtained prior to all overseas bookings. 

3.10 Postgraduates and students with extenuating circumstances will be prioritised for equipment hire during Summer and Easter Breaks. 

3.11 in the period 2 weeks before and after the winter and spring vacation periods, the notice period for all bookings is increased to 24 hours. 

4. Equipment Collection and Return 

4.1 Users are required to present valid University identification when collecting equipment.  
4.2 All equipment must be checked and signed out by Media Hub staff, ensuring that it is in good working order at the time of collection. 
4.3 Equipment must be returned by the specified due date and time. Late returns will incur a 7-day suspension Please be aware that suspensions are not here to obstruct, but to ensure the fair access to equipment by those who have booked subsequently. This is part of our drive for professional development. 

4.4 No access to resources or facility will be permitted during a suspension period.  More persistent or lengthy late returns may incur a longer suspension.  

4.5 Users are responsible for ensuring that all accessories (e.g., batteries, memory cards, cables) are included upon collection and return. 

4.6 All equipment bookings must be collected within 15 minutes of the stated collection time. All failed collections will be reissued back to stock for others to access. 

5. User Responsibilities 

5.1 Users must handle all equipment with care and use it strictly for its intended purpose. 
5.2 Any damage, loss, or malfunction of equipment must be reported immediately to the Media Hub. Theft needs to be reported to the police, and a crime number provided. 
5.3 Users will be held financially responsible for any damage, loss, or theft of equipment while it is in their possession. 
5.4 Under no circumstances may users loan or transfer equipment to third parties. Only the individual who booked the equipment may use it. 

5.5 The equipment should not be unnecessarily exposed to any substances, including but not limited to dust, mud, sand or water (rain, seawater, etc).  Every effort must be made to minimise such exposure.  Any such exposure must be reported to the Hub staff as soon as possible, and rectified where appropriate.  For example, equipment and bags must be returned to the Media Hub fully dry and free of any sand or excess dust.  However, no attempt should be made to remove water, sand or dust from the inner workings of the equipment or from any optical surfaces such as lenses.  This must be reported to the Hub staff to act upon. 

5.6 Equipment must not be left unattended unless left in a locked and secure room. Vehicles, campus lockers and campus spaces (studios, base rooms, etc) are not classified as safe or secure places, please refrain from leaving equipment in these environments. 

6. Liability and Insurance 

6.1 The Media Hub will not be held responsible for any personal injury or damage to personal property incurred while using the facilities or equipment. 
6.2 Users are encouraged to take appropriate insurance coverage for any personal project involving expensive or delicate equipment. 
6.3 The University may cover some instances of accidental damage but does not extend to negligence or misuse of equipment. 

7. Equipment Usage 

7.1 Equipment is to be used for academic, research, or University-related creative purposes only. 

7.2 Commercial use of the Media Hub’s resources is strictly prohibited unless explicitly agreed upon by the University under special circumstances. This request must be raised through Technical Management. 
7.3 Users are prohibited from using equipment or facilities to create material that is illegal, obscene, defamatory, or in violation of university policies. 

7.4 Risk Assessments - (RA) will be required for any specialist media equipment or facility that requires field or location work and where risk or injury is likely in the event of the user or the crew using the resources. The RA must be related to the task associated with the loan and not just the equipment. This is part of your professional development and will be a mandatory field during any loaning.  Assistance in the completion of RAs can be obtained by contacting a tutor. 

8. Training and Certification 

8.1 Inductions maybe required prior to access of any specialist resources or facility. This is to ensure safe and proficient use of resources / facilities and allows for Health & Safety training. To attend these inductions, your programme leaders or tutors will make the appropriate arrangements. 
8.2 The Media Hub offers training sessions on an ongoing basis, and users must book these in advance. 

8.3 Advice and training cannot be issued at the counter and is for equipment collection and drop-off only. Users are required to book a relevant session or seek assistance within the Technical Office at SCB 211. 

8.4 Certain resources may be held exclusively for stage 2 or 3 access. This is to allow specialist enhancements in training and delivery during further levels of study. Similarly certain resources are restricted to specific courses, whose specialisms require that equipment as part of their course delivery and outcomes. 

9. Data Storage and Privacy 

9.1 The Media Hub does not offer long-term storage for users’ media files. Users are responsible for backing up their data before returning equipment or concluding their use of editing suites or computers. 
9.2 The Media Hub is not responsible for any loss of data, files, or media during the use of its equipment or facilities. 
9.3 Users should be mindful of privacy laws and University policies when collecting or editing media that includes personal data or third-party intellectual property. 

10. Conduct 

10.1 Users must follow the University’s Code of Conduct while using the Media Hub. Disruptive, unsafe, or inappropriate behaviour may result in immediate expulsion from the Media Hub and a suspension of access. 
10.2 Users are expected to respect shared workspaces and leave all areas clean and orderly after use. 

10.3 Keep noise to a minimum and respect staff and their workspace by limiting time to work-related tasks. 

10.4 The Media Hub is strictly for equipment resourcing collection/drop-off and technical work; it is not a student/staff hangout. 

10.5 Maintain a professional environment; non-work-related activities are not permitted. 

11. Penalties for Misuse 

11.1 The Media Hub reserves the right to impose fines or revoke access to equipment and facilities if users fail to comply with these Terms and Conditions. 
11.2 Serious violations may be referred to the University’s disciplinary process, which could result in academic and financial penalties or legal action. 

12. Technical Support 

12.1 While the Media Hub provides basic technical support and advice via booking sessions in advance, users are responsible for familiarising themselves with the equipment they are borrowing or the software they are using. 
12.2 Users should report any technical issues or malfunctions to staff immediately. 

13. Amendments to Terms 

13.1 The Media Hub reserves the right to amend these Terms and Conditions at any time. Users will be notified of significant changes via email or on the Media Hub’s website. 

Acknowledgement of Terms and Conditions 

By accessing Smarthub, reserving equipment or using the Media Hub, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.