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Policies and Procedures

Photo by Zack Miller



The Following Policies and procedures are in effect to navigate the use of equipment and computers safely and responsibly.

Can anyone at Loyola use the equipment?

Currently, only students enrolled in a production course in the School of Communication and Digital Media and Storytelling graduate students have access to equipment. Film and Multimedia Journalism students will be allowed to use equipment if required by their class, and/or they have previously taken a production course and have been trained on the equipment. Some equipment is for advanced production classes. If an SOC student doesn't currently have access to checkout advanced equipment, they may coordinate a training time with the Owl Lab staff to be authorized access to said equipment. 

How do I gain access to equipment?

You will not be able to make reservations or check out equipment until you download and submit an Owl Lab Release Form. Please read the form instructions carefully. The form must be signed and submitted online and requires Adobe Acrobat - available on all school computers - or you can download the Adobe Sign & Fill app on your phone. If you are having trouble signing it, stop into the lab at any time and we can walk you through it. Once the form has been filed, you'll receive an email confirmation from the Owl Lab with instructions on how to reserve equipment online. You'll be unable to have access to the Owl Lab equipment until the release form is submitted.
 

If you’ve already submitted a form, YOU DO NOT NEED TO RESUBMIT THE FORM. If you’re not sure whether or not you’ve submitted a form, log in to the Patron Portal. If you do not see "Owl Lab | School of Communication 004" as a checkout center option, this means you need to submit a form. Any questions can be emailed to owllab@luc.edu.

How do I gain access to the Lab?

You will not be able to make reservations or check out equipment until you've completed the release form. Please read the form instructions carefully. The form must be signed and submitted online. You can use the Adobe Fill & Sign App or Adobe Acrobat.

If you’ve already submitted a form electronically in the past, you do not need to resubmit the form.

The Owl Lab is open during the following hours:

  • Monday - 10am-7pm
  • Tuesday through Thursday - 10am-10pm
  • Friday - 10am-5pm

The Owl Lab is closed on the weekend and university holidays.

What happens when I need to check out equipment for my class?

  • Your instructor will make you aware of the specific equipment you will need for your class.

  • Equipment can be checked out for up to three (3) business days at a time. Please see below for information regarding an extension on your checkout. 
  • To make a reservation online, please head to https://luc.webcheckout.net/sso/patron#!/

    • Select "New Reservation" on the left hand side
    • Choose "Owl Lab | School of Communication"
    • Please review the message of the day and click "Dismiss"
    • Use the arrows in the "Times" box to set up your pickup and return time. Note the Owl Lab is closed on weekends and University holidays. Owl Lab hours are subject to change based on staffing availability.
    • "Class or Event Title" and "Allocation Notes" are optional. 
    • Select "Browse Catalog" at the bottom of the webpage to begin adding equipment to your cart
    • Press the green plus (+) sign to add an item to your cart
    • Click "Return to Reservation" to continue with your checkout
    • Review and correct any errors at the bottom of the screen
    • If no errors are present, select "Submit Reservation" on the bottom right hand corner
    • You'll automatically be emailed a receipt of you reservation, when you pick up the equipment from the lab, a 3 hour reminder prior to your scheduled return, and a final email receipt when your gear has been checked back into the lab.

Equipment is only checked out to the student whose name is on the reservation. You cannot have a friend pickup your equipment from the Owl Lab. If the equipment isn't picked up within 10 minutes of your scheduled pickup time, the reservation is automatically cancelled and the equipment is then made available for other students to checkout. 

For returns, you can have a trustworthy friend return the equipment on your behalf. If anything is broken or missing, or if the equipment is returned late, you are still responsible for the cost of replacement and any late fees that may be added. Late fees begin at $25 per day with the first fee being applied 10 minutes after your return time. Please see below for more information. 

Where do I go to pick up/return my equipment?

Equipment is picked up and returned in the OWL Lab, located in the basement of the School of Communication room 004. Please verify the OWL Lab hours and/or call ahead if you need to adjust your pickup/return time.

What if I'm late to pick up my reservation?

You will have a ten-minute window to pick up your reservation. After that, the WebCheckout system will auto-cancel the reservation and release the equipment for other patrons.

If you need to cancel your reservation, you must call the lab as soon as possible at 312-915-8830. Cancelations will not be accepted via email. Failure to pick up or cancel your reservation will incur a $25 charge to your account.

What if I want to keep my equipment longer?

  • You can renew your equipment by calling the lab at 312-915-8830. Never send an email asking for a renewal - it's possible the email won't be read in time. Also note that you don't need to bring the equipment in for a renewal, just call. You are allowed two renewals per checkout for a period of three days each.

  • If you're running late for your return, not only is it courteous to call us, but you can also ask for a renewal - even if it's just for an extra hour - to avoid late fees. However, this is not a reliable method as the equipment may be reserved for someone else. If that's the case, you won't be allowed to make a renewal and the equipment will be late.

What happens if my equipment is late?

You will incur a $25 late fee per checkout per day for any late equipment. Since returns must also be scheduled, you will have to phone or email the lab to reschedule your return-time.

You will have 7 days to pay your fine. If the fine is not paid by then, you will be restricted from further use of the lab and holds may be put on your account.

I lost an item that was checked out to me. What now?

First of all – call us! It’s important that we know as soon as the item is lost. Unfortunately, you’ll be responsible for the purchase of a replacement item. Cables, lens caps, or a pricey camera – you’ll have to buy a new one. Some of the items can be very expensive so always keep an eagle eye on any gear checked out to you.

What should I do if my equipment is stolen?

If any item checked out to you is stolen, first, file a police report. Notify the lab immediately via email or by calling us. We will need a copy of the police report. You may be responsible for replacing the items. It is recommended that you look into obtaining renter’s insurance, which could cover the value of items stolen from your home.

I dropped a camera and now it won't turn on. Do I have to pay for it?

If you damage something, call or email us as soon as you can. It is imperative that you do not attempt to fix the damaged item on your own as this could cause further, irreparable damage. Often it is a simple fix that can be done in-house, which means you won't have to replace it or pay for a repair. Occasionally, the item cannot be fixed in-house and, in such cases, you will have to pay for a replacement or repair.

Honesty is always the best policy! Remember that the equipment belongs to everyone - it is for use by all of your fellow students as well as faculty - so treat it with the same respect you might treat something you borrowed from a friend.

I saw on the equipment list that you have gimbal stabilizers/sliders/etc. but I don’t see those items on the reservation website. Why not?

There are some items that you first must be trained to use before you can have access to them. If your instructor shows you how to use it in class, you should be authorized to use it.

In order to use equipment you have not been shown in class, you must coordinate a training session on that equipment with the Owl Lab staff. Please email owllab@luc.edu to coordinate a training session. 

But I’ve already used that item from the Lab in the past. Can I check it out now?

You should already have access to equipment that you have been trained on in the past. However, since we are limited on specific equipment, that gear will be prioritized to the students who are required to check out and use that equipment for their course. Any questions can be emailed to owllab@luc.edu.



The Following Policies and procedures are in effect to navigate the use of equipment and computers safely and responsibly.