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Check Out/In

Equipment Check-Out

NU-Q production equipment and facilities are for the exclusive use of NU-Q faculty, staff, and students who have signed an Equipment Loan Agreement Form and have been trained to use said equipment by a member of the NU-Q Production and Digital Media Services department.

NU-Q production field equipment and video editing facilities are solely for use on non-commercial projects. 

Checking-out equipment on behalf of other NU-Q students or non-NU-Q community members is not permitted and will result in a penalty and suspensions or total loss of privileges.

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

Students, faculty, and staff can check-out equipment at any time of day during the equipment cage operating hours, as long as they are checking small equipment items, or have a valid reservation.

All students working in groups should list all group members’ names in the note field of their reservation on WebCheckout. All group members should be present during the check-out and all members must sign the Equipment Checkout Form in order for the equipment liability to be shared among the group members.


Community members

Non-NU-Q community members are not permitted to check-out or use Northwestern University in Qatar media equipment. Checking-out equipment on behalf of other NU-Q students or non-NU-Q community members is not permitted.

How to Check-out Equipment

Reserve equipment online

To check-out equipment, you must first reserve it online at Log in using your NetID and password.

Equipment should be reserved at least two 24 hours before the scheduled pick-up time.

Reservations can be made up to 30 days in advance.

Equipment availability cannot be guaranteed without a reservation.

Reservations that are not picked up on time will be canceled after a 30-minute grace period, and a new reservation is then required.

Proof of identity is mandatory for all check-in and check-outs. Failure to produce identification will result in refusal of service. 

equipment CHECK-IN

All equipment check-ins should be completed before 4:30 PM on the agreed-upon date stated on the Equipment Checkout Form. Extensions can only be granted DURING CHECK OUT. Once the check-out form is signed, the return date and time are absolute.

Phone or email requests regarding extensions on currently checked-out equipment are not accepted. For those who wish to re-checkout currently checked-out equipment, you are required to create a new reservation for the same types of equipment in WebCheckout: 

  • If the equipment is available, you will be able to make a new reservation and can stop by the equipment cage at or before the original return date and time to renew your equipment.
  • If the equipment is not available, you will not be able to make a reservation, and the equipment must be returned on or before the original return date and time.

For emergency cases, when equipment cannot be returned by the person who checked it out and/or on the specified return date and time due to Extenuating Circumstances*, please email:

*Extenuating Circumstances are personal circumstances that are outside of your control and have or are likely to have had a significant impact on your academic performance in any type of assessment, for example, illness (other than minor illnesses), or bereavement. NU-Q Student Affairs and Academic Affairs departments will be consulted regarding any claims. Verification, such as a doctor's certificate, may be required.

Equipment must be returned by the student/group who signed the checkout form. If equipment is returned by anyone else, this will result in a penalty and temporary suspension of reservation/checkout privileges. Exceptions will be made for Extenuating Circumstances* when equipment can be returned by a third party if the person who checked it out is unable to come on campus.

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

Production & Digital Media Services staff will not accept that any item was not present or functioning during the check-out. Once the checkout form is signed, the student/group confirms that all items were present and in good working order, as per the Equipment Loan Agreement.

Failure to return equipment ON TIME and in a satisfactory fashion* will result in penalties.

View penalties

Satisfactory fashion means: machines turned off, cables coiled properly, all equipment packed in original cases, all tape removed from cables and cases, and 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. Longer equipment checkouts can be requested but only before/during checkout.

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 CHECKOUT with the Equipment Cage to return the equipment at an alternative specified hour. The return time will be amended on the Equipment Checkout Form.

Special requests and extensions

In special cases, extensions on equipment checkout will be accepted. However, students must have a completed Online Special Request Form approved by a faculty member, the Equipment Cage staff, and the Manager of Production Operations or Director of Production & Digital Media in advance of the checkout. In most cases, extension requests will be honored if the equipment has not already been reserved. 

Term breaks and summer

Equipment is only available for checkout during Summer and school breaks for class use, independent research projects, or personal growth projects with learning objectives and outcomes clearly defined (with faculty written approval). Approvals for non-class related Summer and term break equipment checkouts must come from the program or faculty advisers to Production by emailing with project details and requested equipment.

Students cannot reserve equipment for use outside the access limitations listed below. No other personal checkouts are permitted, regardless of authorization status. 

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

  • Faculty and staff
  • A student enrolled in a summer class whose syllabus has specified the use of production equipment or facilities.
  • A student with an Incomplete from a previous semester whose faculty/academic advisor has sent Production an approval email.
  • Student working on a faculty-sponsored project whose faculty/academic advisor has sent Production an approval email outlining the project details.
  • Student who wishes to improve skills on authorized equipment. This request requires the student to fill out a Special Request Form outlining the student's specific learning goals and approval from a faculty advisor via an email to the Production Department describing the student's need for the equipment.
  • A student who has been awarded a Studio 20Q grant and has attended a pre-production meeting with the Production and Digital Media Services department. Refer to Section 1.4 Studio 20Q Usage Policy for more details.

Students with TWO penalties incurred during the previous semester cannot checkout equipment during term breaks.

All equipment must be returned to the Equipment cage at least three weeks before the start of the fall semester. This allows equipment to be serviced before the beginning of the academic year.

View cage Summer hours

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