Northwestern University in Qatar

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.

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**Non-commercial means: Not primarily intended for or directed towards commercial advantage or monetary compensation (for profit).

Priority of Use

Equipment required for class instruction during the Fall and Spring semesters has priority over any other equipment reservation or usage. During periods of class instruction, certain equipment types may be offline for up to the first eight weeks of the semester or until all class instruction is complete.

1. First priority

During the Fall and Spring semesters, the following students currently enrolled in production classes at NU-Q have first-priority usage:

• A. Students who are currently enrolled in a class whose syllabus has specified the use of Production equipment or facilities
• B. Students awarded Studio 20Q grants and 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.

2. Second Priority

The second priority includes the following:

• A. Students who are currently enrolled in a class but whose syllabus has not specified the use of Production equipment or facilities.
• B. Faculty and staff on a first-come, first-served basis.

Equipment reserved for classroom use and class usage takes precedence over any second priority check out.

Studio 20Q grant holders who wish to use any production equipment or facilities must adhere to the following requirements:

• Studio 20Q acts as the liaison between grantees and the production department. All communication should be addressed to studio20Q@u.northwestern.edu
• Submit a Crew List. All crew members using equipment and facilities must be current NU-Q students.
• Submit a Production Schedule detailing proposed shooting and post-production dates.
• Submit an Equipment List. The equipment list is subject to approval depending on the current academic needs and the authorization of the film team members. Only students who have received training to use requested equipment by a Production and Digital Media Services Department member or have attained authorization through classes may check out and use the equipment.
• Students without authorization for specific necessary equipment may attend refresher training given to authorized users. Permission to attend will be granted only to those with an assisting role to the particular authorized user on set. This refresher session will not grant authorization. The Studio 20Q board must request refresher training before the start of filming.
• Schedule a pre-production meeting with the Production and Digital Media Services department by emailing production@qatar.northwestern.edu. The producer and director of the project are advised to attend this meeting. Please note the refresher requests indicated above are only available to students who have already completed a 100-level production class MIT-190.
• Once the list is approved, changes to the list will be considered if submitted 48 hours before the scheduled checkout date. Changes during the checkout might not be possible.
• The crew member who checks out a piece of equipment must be the one using the equipment. Students are not permitted to check out equipment for others to use.
• Once the list is approved, changes to the list will be considered if submitted 48 hours before the scheduled checkout date. Changes during the checkout might not be possible.
• The crew member who checks out a piece of equipment must be the one using the equipment. Students are not permitted to check out equipment for others to use. 
• NU-Q Alumni may act as consultants on 20Q films and are permitted on set and at NU-Q facilities during production. Alumni are not permitted to check out equipment or book NU-Q facilities.
• Equipment checkout and check-in should be scheduled and finalized one week before the checkout date, including each department's check-in and checkout timetable. 
• If the check-in time or date needs to be changed, a 20Q team member should notify the production department at least 48 hours in advance.
• Students working as film editors may continue to access NU-Q edit facilities after they graduate for up to six months, only if the film was produced during the student’s final semester before graduating. If the project remains unfinished within this six-month post-graduation period, current enrolled NU-Q students are then responsible for completing the editing process. Alumni can submit the 20Q Alumni Special Edit Request Form to book an edit suite during the allotted time.