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Check Out/In

Who can check out equipment?

The following people may check out and use Northwestern University in Qatar media equipment:

  • NU-Q students
  • NU-Q faculty
  • NU-Q staff
  • NU-Q alumni

Students, faculty, staff, and alumni can only check-out equipment that they have been trained to use by Production and Digital Media Services staff and have submitted an Equipment Training Form to the equipment cage. All group members should be present during the check out and all members must sign the Checkout form. 

Non-NU-Q community members are not permitted to check out or use Northwestern University in Qatar media equipment.

View priority of use Policy

How to check-out equipment

  1. Reserve media equipment using the online system at: https://webcheckout.qatar.northwestern.edu. Use your Northwestern NETID to log in. Reservations can be made up to 30 days in advance. Equipment availability cannot be guaranteed without a reservation.
  2. Equipment must be checked out from the cage by 5:00 p.m. on the requested day. If you have a large equipment reservation, you should plan accordingly to ensure check out is completed before 5:00 p.m. Individuals or groups checking out equipment should verify it for accuracy with the check-out form and acknowledge proper operation before departing. Once the Check-out Form has been signed, the student/group checking out has accepted that all items are present and in good working order. The student/group is fully responsible for the condition of the equipment listed on that form, as per the equipment loan agreement.

Walk-up requests

Cage walk-up requests will be accepted for small accessory items only, such as card readers, batteries, cables, recording media, microphones, and tripods. All other equipment should be reserved using the online system.

Check in equipment

All equipment check-ins should be completed before 1:00 p.m. on the agreed-upon date, extensions can only be granted during check-out, once the check-out form is signed the return date, and time is absolute.

When returning equipment any loss and/or damage to the equipment must be reported and appropriate form submitted to the equipment cage.

Production and digital media services staff will not except that any item was not present or functioning during the check-out. Once the check-out form was signed, the student/group confirmed that all items were present and in good working order, as per the equipment loan agreement.

Equipment must be returned by the student/group who signed the check out form. If equipment is returned by anyone else, this will result in a penalty.

Failure to return equipment on time and in satisfactory fashion* will result in penalties for individuals and all group members.

View penalties


Satisfactory fashion means: machines turned off, cables coiled properly, all equipment packed in original cases, all tape removed from cables and cases, dirt or sand cleaned off. All recording media must be formatted and present at check-in. Equipment should be ready for use by the next person.

Loan duration

Equipment can be checked out for three days, except Tuesday when check-out is two day. Equipment check- out and check-in daily schedule.

Check-Out Date Equipment Due
Sunday Wednesday, 1:00 p.m.
Monday Thursday, 1:00 p.m.
Tuesday * Thursday, 1:00 p.m.
Wednesday Sunday, 1:00 p.m.
Thursday Sunday, 1:00 p.m.
Friday (no check out) N/A
Saturday (no check out) N/A

* Equipment checked out on Tuesday MUST be returned on Thursday, except Summer and Term Breaks when equipment is returned on Wednesday.

Class schedule and check-in exception

In cases where class schedules conflict with equipment return, students must make arrangements during check-out with the equipment cage personnel to return equipment at a specified hour.

Special requests and extensions

In special cases extensions on equipment checkout will be accepted however students must have a completed Special Request form signed by a faculty member or by the Director of Production & Digital Media in advance of the checkout. In most cases extension requests will be honored if equipment has not already been reserved.

Term breaks and summer

Access to equipment during term breaks and summer is limited to:

  • faculty
  • staff
  • alumni
  • students enrolled in summer production courses
  • students finishing incompletes from a previous semester
  • students with a Studio 20Q grant
  • students with fewer than three penalties incurred during the previous semester

Students working on faculty-sponsored projects and students finishing incompletes must have a completed Special Request form signed by their adviser or instructor for equipment access to be granted.

All equipment is to be returned back to the equipment cage three weeks before the start of fall semester. This allows equipment to be serviced before the beginning of the academic year.

View cage Summer hours

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