Department of Communication and Eugenio Lopez Jr Center for Multimedia Communication

Equipment and Facilities Policies and Procedures

Terms and Conditions on Facilities Use and Equipment Rental

The Department of Communication reserves all rights not explicitly granted in (i) the service requests made by students or units and accepted during this transaction, (ii) these terms and conditions, and (iii) any necessary billing and payment agreements.

The Technicians’ Room is located in SS321, 3rd Floor of the Social Sciences Building. Specialized equipment and facilities may be rented in the ELJ-CMC under certain conditions. Please refer to this form: [Link to Form].

Contact details: Tech Office at 8426-6001 loc 5214, 5216, 5297 & 5298, or email comm_avtech@ateneo.edu.

Policies

1. Studio, editing room, and equipment reservations must be made at least two working days before use and will not be accepted beyond office hours.
2. Consultations can be done online or in person with available technicians.
3. A physical or digital form is required to borrow or reserve equipment and facilities.
4. Media production equipment, studios, and editing rooms are free for students enrolled in Communication courses. Priority is given to those fulfilling major production requirements. Extracurricular and office/unit use may incur fees. Rates are subject to change and cost estimates can be requested. 
5. Equipment and facilities are available on a first-come, first-served basis.
6. Technicians assess the condition of equipment during borrowing and return.
7. Cancellations must be reported immediately. Contact the Tech Office at 8426-6001 loc 5214, 5216, 5297 & 5298, or email comm_avtech@ateneo.edu.
8. All equipment must be returned by the due date. If the Department is closed, returns should be made on the next working day.
9. The signatory of the reservation form is responsible for equipment safekeeping and returns and may be liable for any damage or loss.
10. Food and drinks are strictly prohibited within the ELJ-CMC Studios. An additional room may be arranged with the Department of Communication.  Violations may result in reservation cancellation.
11. Late returns incur fines while damaged or lost equipment must be replaced. Damages will be assessed, and fees may include a hold order at the end of the semester.
12. Enrolled students may borrow equipment or reserve studio spaces free of charge for class-related activities, subject to faculty endorsement.
13. ACOMM members and ELJ-CMC units (MIRLab and Magis Radio) may borrow equipment for endorsed projects and activities.
14. The Department reserves priority access to equipment and facilities for official business and events.

Procedures

1. Check equipment and facility availability with technicians. Priority is given to those who inquire in-person.
2. Complete and sign the reservation form.
3. Upon approval, a technician will conduct an orientation for equipment or studio use.
4. Equipment conditions will be checked during borrowing and returning with a technician.
5. Return equipment on or before the due date. Condition checks will be conducted upon return; fines and penalties may apply for damages or losses.

Fines/Penalties

1. Late returns incur a fine of Php 100.00 per business day.
2. Borrowing privileges may be suspended for repeated or severe violations, ranging from a few days to several months.
3. Hold orders may be recommended for unresolved returns or compensation.

Enforcement of Policies

Monitoring and Auditing

• Monthly monitoring of equipment usage and reservations is done to ensure compliance with the policy.
• Semestral checking of equipment condition and inventory to check for any discrepancies. 

Communication

• In case of policy violations, technicians will promptly communicate with the individuals involved to address the issue.
• Use a clear and fair warning system for minor violations, reminding borrowers of the policy terms.
• The Center Director will be informed if items are damaged or missing

Appeals Process

• The student/s can write a letter of appeal to the Center Director. 

Record Keeping

• All records of policy violations, actions taken, and appeals will be kept for reference.
• Emails, borrowing forms, and other records will be kept for 5 years

Notification

• The individuals involved in any suspension will be notified with their official student email address. The reasons for the suspension and the duration will be indicated in the letter. 

Education and Training

• Additional training and education will be given to individuals who have violated the policy to ensure they understand the rules and can avoid future violations.

Policy Review

• This policy will be reviewed yearly. The borrowing policy will also adapt to current technologies to address any recurring issues and adapt to changing circumstances.

Consistency

• This policy is enforced consistently for all borrowers, regardless of their position or role within the studio.

Legal Recourse

• In extreme cases of repeated and severe violations that result in significant damage or losses, legal counsel will be consulted to explore potential legal action.

Communication with Members/Employees

• Keep all members and employees informed about policy violations, enforcement actions, and any changes to the policy.
• Use email notifications, in-person meetings, or other suitable communication methods.
• Borrowing and renting policies are published on the Department's Website