Terms & Conditions

Distribution Room, Studios, Darkroom and Digital Print Bureau - Terms and Conditions

These terms and conditions must be read and understood before borrowing equipment, booking rooms or printers.

All equipment must be returned to The Distribution Room by the end time of the final day of the loan period.

If equipment is not returned by the end time the student will incur a £6 fine (per item). A further fine of £6 per day will be added until the equipment is returned (max £252 per item). If the fine is not paid in full by the end of one week, the student will be banned from booking equipment. If the equipment is not returned by the end of 28 days from the return date the matter will be referred to the University debt collection agency.

The equipment booking duration is normally one week (some pieces of equipment have different durations, please check the info on the item in SiSo), however this can be extended to double its initial duration if the equipment is available. Please enquire with the technical staff on the availability of kit and extensions before the end of your booking period. If the equipment is not available for extension it will need to be returned within the original booking dates, failure to do so will result in fines against the issued equipment.

The student borrowing equipment is responsible for its safe storage, transportation and appropriate usage. The student borrowing the equipment agrees to repay the University, in full, if the equipment is damaged in any way or lost or stolen. It is recommended that the student inspect the equipment at the time of collection. University staff will inspect the equipment for damage each time it is returned, any damage will be the students liability and subject to a fine which will normally be the replacement cost or repair of that piece of equipment.

There is no insurance cover for any equipment whilst the student has borrowed the equipment. It is recommended that the student take out the relevant insurance for the equipment to safeguard against damages or losses.

Equipment must not be taken abroad without showing valid insurance details before booking equipment.

Students seeking to take equipment out for longer than two weeks will need to seek written authorisation from their tutor and also show valid insurance upon collection.

Students are prohibited from keeping mice, hamsters, or any form of rodent inside equipment bags both for hygenic as well as animal welfare purposes

By agreeing to these terms and conditions you are confirming that any equipment taken out by you is in good working order and has no damage. The technician dealing with your request will ask you to check the equipment for yourself and agree that it is fit for purpose.

Equipment is only to be used for University work or University approved commercial work. Any student found to be passing on equipment and/or sub-renting equipment to third parties will be severely penalised with regard to equipment usage and the matter could be passed on to the Police if the University suspects criminal activity.

If the University suspects any student of theft or criminal damage of any equipment, the matter will be passed on to the Police and full charges will be sought.

The use of drones or UAV’s are not allowed to be used for university business. Specifically, any student who is on a UWL course MUST gain a licence to fly AND submit a detailed Risk Assessment for approval 10 days before the proposed flight.

Health and Safety procedures must be followed with every item. An induction on safe use of equipment is scheduled at the start of every academic year. Students cannot book equipment until this induction has been attended and signed off.

A risk assessment must be completed for any equipment or studio the SiSo system has flagged as being needed. This risk assessment is related to the task, not the equipment itself. The only time a risk assessment for flagged equipment will not be needed is when a member of staff is working within a classroom or studio or they have completed a risk assessment for the teaching activity. In this case store staff will require written proof from the staff member that a risk assessment has been completed.

On certain items training must be completed before booking equipment. Training workshops will run during each semester. Please enquire with your technicians as to when the training workshops are taking place.

The morning session starts at 9.00 and ends 13.00, the afternoon session starts at 14.00 and ends 17.00. Students are allowed 1 session per week, it is possible to use the studio over the lunch period but permission should be sought from a member of staff.

If the studio is repeatedly not vacated by the end of the session, the studio cleared of props and equipment not put way, the student who has booked the session will incur a fine.

It is a pre-requisite that students fill in a Risk Assessment for ALL studio bookings. Please speak to technical staff for further information.

The student using the studio is responsible for the safety and security of themselves, the equipment and any guests within the studio during the time of the session. This includes:

Trailing leads in the studio must be kept to a minimum. Cables should be plugged into the nearest socket or by use of a fused extension lead and cables put away when not in use. The main switch must be turned off before connecting or disconnecting cables. If any wiring is seen to be disconnected from plugs or sockets, or is in any way faulty, inform a member of staff. Wires should be ‘made safe’ using rubber floor matting provided and/ or gaffer/ high visibility tape

Power to lighting is switched off when replacing or moving lighting heads and/or lighting modifiers.

If there is a problem with lighting a technician should be sought at all times. Students are forbidden from touching, manipulating or otherwise attempting to repair faulty lighting. DO NOT ATTEMPT TO RECTIFY THE PROBLEM YOURSELF. Please get in touch with your relevant technician.

Any electrical equipment that is not owned by the University must be PAT tested prior to studio booking. Please contact the Technical staff for more information.

Any equipment used that is stored in the studio space should be returned from where it was taken, in the same condition as before its use. Technicians will inspect the studio at the end of every session; please see the terms of use for equipment for information relating to damaged or lost equipment.

Any cameras and/or lenses will need to be booked before they are taken into the studio.

The form ‘Authorisation of Guests’ can be found in the Distribution Room or on the handbook website to be printed. The form will need to be filled in and signed by a member of staff before guests are allowed to enter the building.

A code of conduct for specific use of School teaching and studio spaces can be found at the end of these terms and conditions.

Inkjet printers and scanners are booked in 2 hour sessions. Students are allowed onesession every 48 hours.

All students require training before they are allowed to book a time slot for printing or scanning.

All printing is payable at a much reduced rate from outside sources. Price lists are posted in the MRC or the DPB.

It is the student’s responsibility to read the documentation displayed next to the printer as to its correct function. Replacement paper will not be given to students who incorrectly use the printers. If a student incorrectly uses the printers on a regular basis, staff reserve the right to ban the student from using the print facilities.

For the large format printers a member of staff will need to be present in order to facilitate the printers correct usage.

Payment for printing is ONLY by card we cannot accept cash or cheques –Facilities for payment is in the Digital Print Bureau BY.02.019 or the M.R.C.

Certain equipment cannot be used without the presence of a member of staff, these include: The laser cutter, the fabric Printer, the Large format inkjet printers and the 3D printers.

Paper cannot be given to students before payment and booking on SiSo in any circumstances.

Acode of conduct for specific use of School teaching and studio spaces can befound at the end of these terms and conditions.

All students must complete the health and safety induction before using the darkroom.

Black and white processing facilities are currently free to use (room is open from 9.00 – 18.00 weekdays and 09.30 – 16.00 weekends), however;

Contrast grade filters can be booked from the M.R.C. for a one day session (8 hours) but must be returned in good condition to the stores at the end of the day. Anystudents not returning their filter box will receive a fine.

A code of conduct for specific use of School teaching and studio spaces can be found at the end of these terms and conditions.

These rules are in place to protect ALL Users, Equipment and the Facilities of the Photography Studios, Mac Labs, Digital Print Bureau, Darkrooms and other teaching spaces used during Photography demonstrations in order to ensure safe operation by multiple users. In the case of room bookings, it is the responsibility of the person who has booked the room to read, understand, disseminate and police the following Code of Conduct:

Fire Doors/ Escapes must be kept closed and clear at all times, and YOU must beaware of your nearest exit points and emergency signage in the event of an emergency.

If a fire is discovered, you MUST make everyone aware of this by raising your voice, and sounding an alarm.

Evacuate the room via the fire door in a calm controlled manner, following the green emergency exits signs to the assembly point.

DO NOT TACKLE THE FIRE, do not use the fire extinguishers or collect any of your belongings (they can easily be replaced- human life can’t be).

Trained UWL Fire Marshalls will be wearing high visibility jackets and will assist in your safe exit, and if appropriate will tackle a small fire with fire extinguishers.

Guests of students and staff must be signed in at the front security/ reception and be authorised by a UWL Staff, using the appropriate Guest Visitor Form.

Students are also responsible for ensuring all parties involved in any room bookings are familiar with UWL evacuation procedures.

If you are unsure of these procedures, please report to the technical demonstrator’s and ask to complete a refresher on Fire Safety for the room.

Always inspect electrical equipment before use - check for damage to power cables, plugs and sockets and damage to light casings. DO NOT use equipment that appears damaged and report suspect items to a UWL Technician immediately and/or Distribution Room.

Students take responsibility for external equipment that they use in the Studios, Darkrooms, Mac lab and other demonstration rooms. Those without a valid PAT certificate and/or sticker must be visually checked by the students and referred to a technician before use. If you are looking to use external electrical equipment that has not been tested, you must allow adequate time for PAT testing to be completed. Items that have not been PAT tested must bepresented to a Technician at least 48 hours before a room booking to confirm ithas been cleared for use.

Trailing leads whilst working in the studio or mac labs must be kept to a minimum using cable covers or gaffer tape. Cables should be plugged into the nearest socket or by use of a fused extension lead. The main switch must be turned off before connecting or disconnecting cables. Cables must be taped down with gaffer tape in a professional manner to prevent them becoming trip hazards. Any excesscable run off must be managed so it will not become a trip hazard. Cable drums must be completely unrolled before use so it does not become an electromagnet.

Clothing should be suitable for the safe practice and operation of equipment. Sensible footwear should be worn at all times. flip-flops and stilettos are not safe or suitable. Gloves are recommended to be used in the studio.

Every student/guest/collaborator working in LSFMD rooms has a responsibility to ensure that they are behaving appropriately:

When the spaces are in use all users must LOOK OUT FOR, AVOID, MAKE SAFE and STOP the following hazards so that they do not develop into hazardous events. You must:

-‐MAKE SAFE cables, tripods, equipment, props etc. that can become trip or impact hazards. (You must gaffer tape down all cabling and use sandbags to weigh down heavy equipment)

-‐AVOID liquids and electrical equipment from coming into contact with each other. Always dry hands after working with liquids, even when using gloves.

-‐LOOK OUT FOR or MAKE SAFE any spillages created by using liquids in the darkroom.

-‐LOOK OUT FOR and MAKE SAFE any overhead mounted lights, rigging, scenery or props that may fall.

-‐STOP Open fire/candles, film lights/heat near combustibles, explosive containers (compressed cans) near heat sources.

-‐STOP eating, drinking of alcohol OR soft drinks, smoking or taking of illegal substances.

-‐STOP the use of water, powder or smoke in shoots without permission of technicians and a completed risk assessment.

---STOP guests and students using equipment that they have not been trained touse.

Any body believed to be under the influence of alcohol or drugs will be unable to use the facilities, and may be banned for future use.

No naked flames, Flammable, Smoke or hazardous substances are to be brought into the rooms at all.

Music and noise, or any must be kept to a minimum so as not to disrupt surrounding facilities. In the Mac labs headphones should be used whilst editing.

Ensure that equipment is never left unattended. Report any issues with equipment taken from the Distribution Room in the first instance. Students must not allow those who have not been trained to use specialist equipment. Equipment is left in the School facilities at your own risk and responsibility.

Students using the darkroom are responsible for the safety and security of themselves, others and the equipment within the darkrooms during the time of the session.This includes:

1. Avoid skin contact with all chemicals. Handle chemicals carefully; move slowly around the darkroom, wear gloves and aprons that are provided and avoid splashing or spilling chemicals.

2. Clean up any minor spills straight away. The residue from dried out chemical solutions can become airborne and contaminate the working area. In the case of any major spills a member of staff should be sought immediately (please see 7).

3. If photographic chemistry comes into contact with the eyes, immediately flush eyes with plenty of water for 15 minutes and inform a member of staff. (Eye washes are wall-mounted in the darkrooms.)

4. Always wash your hands after working with chemicals in the darkroom. If any of the chemicals are ingested see a member of staff immediately.

5. Never touch the enlarger or any other electrical equipment with wet or damp hands, paper towels are provided.

6. Loan working. Anyone working in the darkroom by themselves must seek authorisation from a member of staff first. They must pass on their mobile number (this will be deleted after the session) and make sure it is charged and have the audible ringer activated.

7. If there are any emergencies, major leaks and spillages or you suspect there is a fault DO NOT ATTEMPT TO RECTIFY THE PROBLEM YOURSELF. Call security on ext. 3333, facilities helpdesk on ext. 2099 or one of the LSFMD Technician demonstrators, Daniel Silas on ext. 2589 or Simon Hanna on ext. 2176.

By agreeing to the LSFMD terms and conditions I agree to abide by the rules set out above. I hereby state that I have been trained by the London School Of Film Media and Design in Health and Safety practices and take full responsibility for implementing appropriate safety precautions for demonstration sessions and room bookings as described in the code of conduct set out above. Furthermore, if I am unsure about any safety risks I willsuspend all activities and seek instruction from a Technician or my ModuleLeader.

smarthub terms and conditions of use
As a user of this system registered or otherwise you agree that if for any reason you are unable to use smarthub for the intended purpose then you will contact your store via telephone, email or in person to resolve the problem. SiSo Software Limited are not responsible or liable in any way for any errors, damages or any other loss caused by your usage of this system. For the avoidance of doubt this includes any loss howsoever suffered including negligence or fraud except where such negligence causes death or personal injury.