ACE CENTRAL LOANS - CODE OF CONDUCT
GENERAL LOAN CONDITIONS
1.1. Only registered students and staff [hereafter referred to as ‘users’] from the Faculty of ACE, UWE Bristol will be allowed access to the ACE Central Loans Connect2 equipment loan and booking system.
1.2. Each user is required to complete the ACE Central Loans Induction. Completing this Induction is the user’s agreement to abide by, the rules, regulations and terms of access laid out in this Code Of Conduct document.
1.3. Equipment availability is subject to course requirements and attendance of workshops (where appropriate).
1.4. Equipment will not be loaned to a user without the user presenting their own, current University ID card at the ACE Central Loans Desk when prompted to do so.
1.5. Equipment will not be loaned to a user without the user presenting a complete, and tutor co-signed, Risk Assessment form. This can be either a physical or online version.
1.6. The user must check all equipment upon issue at the ACE Central Loans Desk and report any problems immediately to the loans desk staff. Failure to do so may result in the user being held responsible for any damage, fault, or missing equipment, noted upon return.
1.7. The user has sole responsibility for all equipment for the duration of the booking, and should not transfer safeguarding onto any other person(s).
1.8. Equipment must be returned in the same state as when issued. Facilities must be left in the same state as when the key is issued.
1.9. Loans and use of facilities are only available only in connection with coursework or University business.
STANDARD LOAN PERIOD
2.1. All loans equipment is subject to a maximum loan period. Information on maximum loan periods can be found on the Connect2 booking page of each item.
2.2. Standard loans are available during teaching week periods only (as defined by the published term dates for each course).
EXCEPTIONAL LOAN CONDITIONS
3.1. Under exceptional circumstances, extended loans, loans outside teaching weeks, and loans to travel with University equipment abroad, may be arranged via through agreement between Central Loans and a relevant academic tutor.
3.2. If intending to travel outside of the UK, the user must first contact the loans desk for advice about insurance and transport regulations.
3.3. Trips to the following countries (and those where the Foreign and Commonwealth Office (FCO) advise against travel) are not covered by University insurance; Afghanistan, Chechnya, Iraq, North Korea, Somalia. Users should check up to date travel advice from the FCO website (www.gov.uk/foreign-travel-advice) before travel.
3.4. Equipment travelling in the hold of an aircraft may not be covered by University insurance. All items should therefore be carried as hand luggage. Outside of these conditions, it is the user’s responsibility to arrange relevant insurance.
4.1. Equipment must be pre-booked. Failure to collect the specified equipment within 2 hours of the agreed time of collection will result in the booking automatically being made forfeit and any and all equipment within the booking being made available to other users, effective immediately 2 hours after the specified collection time.
4.2. Facilities must be pre-booked. Failure to honour the reservation within 30 minutes of the agreed time of key collection will result in the booking automatically being made forfeit, and the space made available to other users regardless of a pre-made booking.
4.3. Failure to utilise equipment or facilities bookings may result in a fine (please refer to penalties section).
4.4. Continued failure to honour bookings may result in the loss of the privilege to make autonomous bookings.
4.5 Collections must be made by the user under whose name the booking was created.
4.6 Any and all risk assessments submitted in association with equipment or facilities bookings must be presented and signed by the user under whose name the booking was created, as well as a relevant member of academic staff.
LOSS AND DAMAGE
5.1. Equipment is only covered by University Public Liability Insurance for use in relation to course or university related work.
5.2. The user is responsible for the safeguarding and proper care of the equipment for the duration of the loan. The user is responsible for any damage(s) or loss of item(s) and may be charged up to the full cost of repair or replacement.
5.3. The user must take all reasonable security precautions to ensure safekeeping of the equipment at all times (i.e. do not leave equipment unattended unless in locked rooms or premises that you are confident they will be safe and secure). Do not leave equipment in unattended vehicles, unattended on public transport or any space where theft is likely.
5.4. In the event of loss of or damage to the equipment, up to the full cost of equipment repair or replacement may be charged to users where there is evidence of contributory negligence, or where the equipment is not covered by University insurance.
5.5. In all cases of loss or damage, a loss and damage report form must be submitted to the ACE Central Loans Team Leader.
6.1. If the equipment is stolen the user must report this theft to the police and obtain a crime reference number for University insurance purposes.
6.2. The user must not leave equipment in unattended vehicles, unattended on public transport or any space where theft is likely.
7.1. Failure to return equipment within the agreed date/time period incurs a penalty of £5.00 per item, starting from the moment the agreed booking period has ended. An additional £5 per item will be added to this sum every 24 hours after the time of the initial fine, and will continue to do so until such time as the equipment is returned, or in the event that an agreement has been reached between the user and Central Loans that the equipment will be unable to be returned.
7.2. Access to loans are suspended until outstanding fines are cleared. Continuation of late returns may ultimately result in suspension of access to some, or all, of the facilities and equipment.
7.3. Failure to return equipment when requested will be treated as theft.
7.4. Continued failure to honour bookings will result in suspension of autonomous bookings creation.
7.5. Any fines or debts should be settled with the loans desk (via The Art Shop) before the completion of your course. Failure to do so may prevent the user from being able to fully graduate.
VARIATION OF THIS CODE OF CONDUCT
8.1. The University reserves the right to change the ACE Central Loans Code of Conduct at any time. This will be made evident by amendments to these Terms & Conditions where held online (Connect2 & Padlet websites) & available on request, and any and all alterations will be effective immediately. For this reason, users should regularly visit the webpage containing these Terms & Conditions as the current version will be held binding.
8.2. In all instances the availability of equipment, facilities and penalties are at the discretion of the Central Loans Team Leader and the Director of Technical and Learning Resources for ACE. Failure to comply with any of the above may result in the loss of access of equipment or facilities.
Updated: May 2020