Equipment and Software

Equipment

With over 1000 pieces of equipment, we have just about anything! Our collection includes basic video cameras, DSLRs, a variety of lenses, microphones, audio recorders, wireless microphones, audio equipment, hard drives, adapters, headphones, projectors, laptops for media use, tablets, GoPro’s, 360º cameras, and so much more!

We haven’t even told you the best part: everything (for the most part) is reservable online! With the exception of cables, adapters, and other miscellaneous equipment pieces, you can book everything online.

Reserve Equipment

Software

Our workstations are equipped with the following software:

Video Software

• Adobe Creative Cloud - All apps
• Final Cut Pro
• iMovie
• Camtasia
• Apple Motion
• Apple Compressor

Audio Software

• Ableton Live Suite (select computers)
• Adobe Audition
• Audacity
• Finale
• Garageband
• Apple Logic Pro
• Apple Mainstage

Graphics & Design Software

• Acrobat Pro
• Adobe Animate
• Adobe Edge Animate
• Adobe Illustrator
• Adobe InDesign
• Adobe Muse
• Photoshop
• Lightroom
• Apple Keynote
• Apple Pages

Terms and Conditions

This agreement applies to equipment borrowed from the Reeder Media Center (RMC), W&M Libraries. By making a reservation, checking out equipment, or signing this agreement, the borrower agrees to the terms below. This agreement applies to each RMC equipment checkout unless a separate written agreement applies.

Policy at a Glance

1. Eligibility and Access

• RMC equipment is available to currently enrolled W&M students and current W&M staff and faculty.
• Priority may be given to patrons using equipment for course-related or academic work.
• A valid W&M ID is required at checkout and must be presented when equipment is picked up.
• RMC may refuse, limit, or suspend service to any borrower who damages equipment, keeps equipment overdue, repeatedly violates loan terms, or otherwise interferes with shared access to equipment.

2. Booking, Pickup, Loan Periods, and Renewals

• The preferred method of booking equipment is the online booking system: http://libcal.swem.wm.edu.
• The default loan period is 3 calendar days for most equipment unless the booking record states a different loan period.
• The due date and time listed in the booking system or checkout record controls when the equipment must be returned.
• Requests for longer loan periods must be made in advance through the RMC long-term loan process and are subject to approval.
• Renewals are not automatic. A borrower must contact RMC before the due date/time to request an extension. Approval depends on availability, demand, and staff discretion.
• Reservations not picked up on time may be released to other patrons. When possible, RMC may hold a reservation until the end of the day, but this is not guaranteed.
• Requests for more than two items of the same kind, or more than six total items at one time, require approval from a media operations supervisor or other designated RMC staff member.
• Equipment must be picked up by the patron who made the booking unless RMC staff approve an exception in advance.

3. Return Requirements

• Equipment must be returned directly to the RMC service desk or another return location specifically approved by RMC staff.
• Do not leave equipment unattended, outside the service desk, in a book drop, with another person, or in any unapproved location.
• The borrower remains responsible for the equipment until it is returned to RMC and checked in by RMC staff.
• All equipment, accessories, cases, cables, adapters, batteries, memory cards, mounts, and other components issued with the checkout must be returned together unless RMC staff approve otherwise.

4. Inspection and Condition of Equipment

• RMC staff inspect equipment at checkout and check-in, but borrowers are also responsible for checking equipment before leaving the service desk.
• Before leaving RMC, the borrower should confirm the general condition of the equipment and the presence of all listed accessories or components.
• Borrowers must promptly report any missing parts, damage, malfunction, or other concern discovered before, during, or after use.
• Normal wear and tear will not normally result in charges. Damage beyond normal wear and tear may result in repair or replacement charges.
• RMC generally does not provide disposable accessories such as disposable batteries. Some equipment may include rechargeable batteries or other reusable accessories; ask staff if unsure.

5. Borrower Responsibilities

• Assume full responsibility for the equipment while it is checked out.
• Use the equipment in a safe, lawful, and responsible manner.
• Keep the equipment secure and protected from loss, theft, weather, liquids, avoidable impact, or other foreseeable damage.
• Do not leave equipment unattended or allow another person to use the equipment while it is checked out to you.
• Return the equipment complete, clean, and in substantially the same condition in which it was checked out, except for normal wear and tear.
• Reimburse W&M Libraries for applicable overdue fines, repair costs, replacement costs, or other charges described in this agreement.
• Use the equipment to learn, create, and make good work.

6. Overdue Equipment and Borrowing Suspension

• Equipment is overdue immediately after the due date and time listed in the booking or checkout record.
• Automated overdue notices and manual reminders are a courtesy. Failure to receive or read a notice does not change the borrower's responsibility to return equipment on time.
• Borrowing privileges are suspended while any equipment remains overdue or while any fine, replacement charge, repair charge, or related matter remains unresolved.
• RMC may make overdue equipment unavailable in the booking system to prevent additional bookings while the matter is being resolved.

7. Overdue Fines and Courtesy Waiver

• Overdue equipment is subject to a fine of $25 per calendar day, up to a maximum overdue fine of $250 per overdue booking.
• Overdue fines begin accruing after the due date and time listed in the booking system or checkout record.
• As a courtesy, RMC will ordinarily waive overdue fines for equipment returned within 3 calendar days of the due date, provided the equipment is returned complete and in good condition, the borrower communicates promptly if there is a problem, no other patron is significantly affected, and there is no pattern of repeated late returns.
• This courtesy waiver does not extend the loan period. Equipment returned during the courtesy waiver period is still late.
• RMC may reduce, waive, or decline to waive overdue fines based on the circumstances, including communication, equipment demand, impact on other patrons, documented emergencies, prior overdue history, RMC or system error, and the condition of the equipment when returned.

8. Overdue Fine Assessment

RMC may issue an Overdue Fine Assessment through the library payment system when equipment remains significantly overdue, when the borrower does not respond to RMC notices, when the overdue equipment affects other patrons' access, or when there is a pattern of repeated late returns.

For purposes of this policy, equipment that remains overdue for 10 calendar days will ordinarily be considered significantly overdue. At that point, RMC may assess the maximum overdue fine of $250 per overdue booking.

• Once an overdue fine has been assessed, returning the equipment does not automatically cancel the fine.
• RMC may reduce or waive an assessed fine at its discretion based on documented circumstances.
• Payment of an overdue fine does not extend the loan period, authorize continued use of the equipment, or remove the borrower's responsibility to return the equipment immediately.

9. Final Return Window Before Replacement Billing

After an Overdue Fine Assessment is issued, RMC may provide a final 7-calendar-day return window before replacement charges are issued.

• Returning all overdue equipment during this final return window will normally prevent replacement billing, provided the equipment is returned complete and in acceptable condition.
• Returning equipment during the final return window does not automatically cancel the overdue fine that has already been assessed.
• If the equipment is not returned by the final return deadline, RMC may issue a replacement invoice through the library payment system.

10. Lost, Stolen, Damaged, or Incomplete Equipment

• Replacement and repair charges are separate from overdue fines.
• The borrower is responsible for replacement costs for equipment that is lost, stolen, not returned, returned incomplete, or returned in a condition that prevents normal circulation.
• The borrower is responsible for repair costs for equipment damaged beyond normal wear and tear.
• Replacement costs may include the primary item and any related accessories, cases, cables, batteries, adapters, mounts, memory cards, or other components necessary to restore the kit to circulating condition.
• If the original item is no longer available, RMC may charge the cost of a comparable replacement item or the cost necessary to restore equivalent functionality.
• If equipment is returned after a replacement invoice has been issued, RMC may reduce, reverse, or adjust replacement charges depending on the timing, condition of the equipment, whether replacement purchases have already been made, and other circumstances. Overdue fines and other charges may still apply.
• Payment of replacement charges does not authorize the borrower to keep RMC equipment. Equipment remains the property of W&M Libraries unless W&M Libraries expressly determines otherwise.

11. Payment, Library Blocks, and Bursar Referral

• RMC or W&M Libraries may issue invoices for overdue fines, repair costs, replacement costs, or other charges through the library payment system or another approved university process.
• Unresolved charges may result in suspension of RMC borrowing privileges and/or a block on the borrower's library account.
• If charges are not resolved through RMC or W&M Libraries, the outstanding balance may be referred to the Bursar's Office or another university collection process.
• Bursar referral is a final collection mechanism for unresolved balances; it is separate from the initial RMC fine or replacement invoice process.

12. Communication and Extenuating Circumstances

• Borrowers should contact RMC immediately at mediahelp@wm.edu if they cannot return equipment on time, believe a record is incorrect, have a documented emergency, or need help resolving an overdue checkout.
• RMC will generally work with borrowers who communicate promptly and in good faith.
• RMC may require documentation or supervisor approval for exceptions, fine reductions, replacement charge adjustments, or extended resolution timelines.