The Equipment Pool houses over 2000 pieces of equipment for student, faculty, and community use. It employs 3 full-time staff and up to 5 students. The document outlines the Equipment Pool's operating hours, daily procedures, van operations, general equipment policies, and late return fines policy. Consistent procedures are in place to ensure quality service and control over equipment use and condition.

1. Equipment Pool
PLAY BOOK: A Work in Progress

2. Table of contents
Introduction…………….Why we need so many procedures…………………………………p.3
Our Mission Statement………………………………………………………………………..p.4
Hour of Operation……………………………………………………………………………p.5-6
Daily Grind……………………………………………………………………………………p.7-9
Van Operations & Van Runs…………………………………………………………………p.10-11
General Transactions & Equipment Policies…………………………………………………p.12-13
Late Late Returns Policy………………………………………………………………………p.14
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3. Introduction
The CTS Equipment Pool (EP) is located in Room 133 Marshall D’Avary Hall on the UNB
Fredericton Campus. The EP houses over 2000 pieces of equipment for the use of students, faculty,
staff and community organizations. The EP employs 3 full time staff members and up to 5 student
operators at any given time during the school term. During the period of May 1 2014 - April 30,
2015, the EP completed 6198 transactions, processed just a little over “18,000 “ emails, as many phone
calls and hundreds of classroom callout were resolved. In September of 2014 the EP launched the
MAAC Pool, an additional pool of equipment that is housed in the EP, equipment from which is signed
out separately for the Multi Media Departments use only. This procedures manual has grown
considerably in the past year as a result of the start up of the MAAC Pool, the arrival of more
expensive and delicate equipment and a new delivery van.
It goes without saying the EP is a busy place, even when all is calm, hence the need to develop
consistent procedures to ensure that we deliver top quality service to all our customer base, provide a
reference for team members to fall back on, and to provide solid written rules by which to set goals and
accountability for all team members. With consistent procedures in place, we are better able to control
damage or misuse of our equipment, and deliver uniform, logical service to our customers on a daily
basis.
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4. Our Mission Statement
We are a ‘team’ of
professionals
who
thrive on the challenges of
serving
a diverse population of
media
users in a friendly
timely manner.
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5. Hours of Operation
Our Hours
Fall/Winter Hours: Monday - Thursday 8:30 AM - 8:00PM
Friday 8:30 AM - 5:30 PM
Start times: 8:00 AM - 4:30 PM (Mike & Lingchao)
Evening Hours: 8:30 AM - 5:00 PM (Rebecca)
Summer Hours: Monday - Friday 8:15 AM - 4:30 PM
Start times: 7:45 AM - 4:00 PM
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Although we are open to 5:30, we do not take
reservations after 5PM. A team member is in the
office unofficially for half hour past closing in case of
any last minute issues!
Although we are open to 5:00, we do not take
reservations after 5PM. A team member is in the
office unofficially for half hour past closing in case of
any last minute issues!

6. 8:15 AM - 4:30 PM
Student Assistants: Start times to be determined
Lunch Hours:
We are always open through lunch, with at least 1
support person available.
Lunch Break Times: 11:30 AM - 12:45 PM (Rebecca)
12:00 PM - 1:15PM (Lingchao)
12:45 PM - 2:00 PM (Mike)
Time Shifting/Appointments/Leave Requests
Leave requests must be submitted to the Coordinator or the Director in writing 24
hours notice and approved by the Coordinator or the Director.
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Tardiness will not be tolerated.

7. Daily Grind
First to arrive…….
1. Begin prep for 8:30 classes and morning deliveries, deliveries to be done in the
morning are to consist of all booking up to and including 1:00PM.
2. Check avbooking to see if there are any last minute request for the morning schedule.
3. Answer all phone calls and deal with any emergency classroom issues.
4. Starts list of requested deliveries for the 9:30 van run.
Second to arrive……
1. Check for all morning pickups that are scheduled and check them out with a checkout
receipt with the clients name on it.
2. Check avbooking for equipment requests and make bookings accordingly.
3. Answers phones and deals with any over the counter requests, classroom issues.
4. Assists with prep for 9:30 van run.
Coordinator arrive……….
1. Will check work in progress, check all email, check for late equipment and
assign fines and post the list for the day, answer phones, deal with any
outstanding administrative issues from the evening shift, etc.
2. Will assign any specific duties to team members, either go out on the morning
run, or take the first post for counter duty.
Evenings Shifts………
1. Upon arrival, check web checkout for any pick ups that the afternoon run could not
finish, and any early requests that might need to be done for the next day. Check with
the Coordinator or full-time staff on duty for any deliveries/pickups/classroom checks
that need to be done and classroom issues.
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8. 2. If there are call outs to classrooms during the evening shift, please be sure and enter
this into “WebCheckout” and if need be create a ticket in Hotline Issues for the AM staff
to deal with.
3. Please forward the 7662 phone to the cell phone.
4. Do inventory and sign the sheet to show that it is completed.
5. Clean cables that need to be cleaned. Arrange cables, re-coil cables, etc.
6. Tidy up the office.
Arriving……..throughout the day………….
1. WebCheckout should be reviewed to determine what there is for upcoming delivery/
pickups and make any inquiries concerning the work day.
2. Avbooking should be checked for any new email requests and enter any requests into
the “WebCheckout” system.
3. WebCheckout, Footprints, and Astra should all be open throughout the day on your
computer.
4. You must always sign in when doing a checkout at the counter and sign out when you
are done. This is how I am tracking your work.
Counter Duty………..throughout the day
1. Jump up and get to the counter, when a customer arrives, no sitting and waiting to see
who will get up first. This is the first sign of bad customer service.
2. When large equipment orders come back please double up to check all equipment
taken out is returned and is not damaged.
3. To insure faster service all team members will rotate throughout the day sitting for
roughly 1 hour blocks of time at the counter, starting @ 9:30AM when the first van run
goes out on deliveries.
4. If you encounter a difficult customer at the counter, please ask a more senior staff to
assist you. If you are alone with someone who is being difficult, give them the name
and email address of the Coordinator, so that they can express their concerns directly.
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9. 5. Each morning the Coordinator will send out late notices to all customers who have late
equipment and make a list of late equipment that will be posted at the counter with the
fine amounts for staff to refer to when something comes back late. If something has
been missed refer to the late policy posted at the counter.
Closing the EP during the day………
1. Please contact Susan @ 4704 and notify her that you must leave the office
2. Please close the gate, with locks, make sure the gate will not go up.
3. Please set the clock on the door to your estimated time of return.
4. Please post the “Out of Office” signs to the door, gate and bulletin board.
Call outs…………..
1. Call outs are to be dealt with promptly.
2. If you are at a call out in a class room and you are having difficulties, please contact
the tech shop for assistance @ 458-7661 for Hal, 447-3407 for Kenny, or 453-5013 for
Roger.
3. Upon return, please make a checkout in your name indicating that there was a call out
and the classroom that you were called to. If need be make a ticket in the footprints
Hotline Issues category.
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10. Van Operations
Rules to abide by:
1. Always wear your seatbelt. Failure to do so would void any insurance claims if there
was an accident.
2. Please always remember to take your drivers licence when you go out on deliveries.
3. NO passengers will be allowed to travel sitting on the floor of the van. There will either
be an extra trip if we need to transport people or we will transport equipment and
people can walk to the drop off location.
4. We have a roof rack for ladders primarily to assist the tech shop, but in a worse case
we can fasten down an 8 ft screen on this rack but not in the winter and not when it is
raining and we must be very mindful that the screen is fastened down correctly.
5. All motor vehicle accidents, no matter how small or insignificant are to be reported to
the Coordinator or the Director immediately. In case of an accident with another
vehicle please contact security (453-4830) and wait for them to arrive and assess the
situation. Do not leave the seen of any accident.
6. Drive according to the posted speed limits on Campus, and be especially careful during
class change.
7. Always park in service parking spaces if at all possible.
8. Always clean out all equipment at the end of your van run.
9. Always fill out the log book, where you went, what the millage is when you return.
10. Once a month a team member will be assigned the duty of cleaning the interior of the
van and taking it to be washed through the spray wash at Irving. At this time they will
also check the fluid levels and record this in the van log book.
11. Absolutely no garbage (empty coffee cups, papers etc.) should be found in the van.
Van Runs
9:30AM & 2:30 PM Van Run………cell phone is to be taken
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11. 1. 2 team members will deliver/pick-up all equipment requests, up to and including 1:00
PM in the morning van run, and pick up equipment in the afternoon van run @ 2:30PM
to locations on campus, including broken/fixed equipment in the Footprints system or
as directed by the Coordinator. Depending on the following days delivery schedule, the
afternoon delivery team may be required to set up equipment for an early start time.
2. While on these deliveries a general check/inspection of classrooms will be done to
determine if there are any issues or concerns for upcoming classes. Look for any
broken outlets, cables, chairs, windows, emergency, or wheelchair accessibility doors
etc. All this should be noted upon return from deliveries in our
Footprints System under Classroom Issues.
3. Interact with any UNB faculty, staff or students in the various delivery areas to
determine if there are any classroom issues and concerns that they might have and
when need be assist in impromptu trainings and set ups.
4. Additional van runs will be added as need be throughout the day.
Van Run Return……………
1. Upon return from delivers, all returning equipment will be signed in and returned to its
designated location.
2. Update and advance any unfinished events in WebCheckout
3. Enter/close any tickets in the Footprints system.
4. Report any issues to the Coordinator.
5. Switch out at the counter.
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12. General Transactions &
Equipment Policies
1. As a general rule all equipment, with the exception of laptops, is booked for no longer
than three days maximum. The weekend counts as a 3 day period. Longer periods of
time must be for very specific purposes and with the authorization of a faculty member.
2. Laptops are only available for up to 3 days or for 1 week rental.
3. Faculty/staff laptops are designated for only their use. Likewise student laptops are
only handed out to students.
4. Customers may make future reservation at the counter, over the phone, or by email.
5. MAAC pool equipment is signed out to the MAAC students, signed forms for MAAC
equipment should be placed into the ‘Blue’ file folder at the counter. There will be a
class list provided by the MAAC faculty to assist with MAAC transactions.
6. GoPro camera, must be signed out with both the GoPro sign out sheet and the web
check out sign out sheet (GoPro sheets are found in the ‘RED’ folder on the counter.
7. ALL transactions must be signed for by the customer. The operator who signs out the
equipment must initial the sign out sheet.
8. EP signed sheets along with the GoPro signed sheets are to be put in the ORANGE
‘signed out’ folder on the counter. When Equipment is returned these sheets must be
initialed by the returning team member and put into the GREEN ‘signed in’ folder.
9. Once a month a team member will be assigned the task of checking these transactions
and discarding the completed forms.
10. All students must present an up and to date and current ID card to access equipment.
11. There is no charge for equipment to students, faculty or staff.
12. STU students may sign out equipment but we must create an account for them if it is
their first time signing out equipment. Do not make accounts for any other patron
without first advising the Coordinator.
13. We do no fine staff and faculty.
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13. 14. Late return policy sheet that we put into camera bags and laptops are found in the
‘yellow’ file folder at the counter. Laptops and cameras especially should have one of
these sheets attached or in the case when it is signed out. Please bring to the
attention of the customer that this policy is in the case they are
signing out.
15. We do not deliver equipment for student groups.
16. Equipment being used for house/club events are to be reserved by a member of the
club executive, the house president, or Don.
17. Equipment is to be picked up before closure of the EP at the end of the day.
18. When signing out a laptop, please bring to the attention of the customer the fine policy
sheet that is placed in the case.
19. When laptops are returned, please turn them on in front of the customer to ensure that
is is working correctly.
20. Returned laptops are to be charged and cleaned.
21. All equipment bags are to be checked for all components when signed out and upon
return.
22. All camera batteries are to be recharged upon return. Please note that there are 2
different batteries for the Vixia cameras, please put the batteries in the appropriate
box.
23. All MAAC Equipment is to be carefully inspected upon return and placed on the MAAC
shelving unit only.
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14. Late Retune Policy
1. We do not notify customers notices for when their borrowed equipment is due. We send out
notices when borrowed equipment is late.
2. All borrowed equipment is subject to fines at the discretion of the Equipment Pool.
3. Repetitive late returns may result in a client from being banned from the use of our services for
a period of time.
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Late Returns
1 DAY LATE 2 DAYS LATE
1 WEEK LATE
THIS IS NOW AN ISSUE FOR
SECURITY TO DEAL WITH
AS UNACCEPTABLE NON-
ACADEMIC CONDUCT!
AUTOMATIC FINE OF $20.00 A DAY
WILL BE APPLIED OR THE
REPLACEMENT COST OF THE ITEM.
YOU WILL BE UNABLE TO USE OUR
SERVICES FOR 1 MONTH FOR A
FIRST OFFENCE AND UP TO THE
REMAINDER OF THE TERM WITH A
SECOND OFFENCE.
Email Notification Will Be Sent.
AUTOMATIC Fine of $10.00 For:
1. All Laptops
2. All Data Projectors
3. Video Cameras
4. SLR Cameras
5. GoPro
6. Sennheiser Mics
7. P.A. Systems
AUTOMATIC Fine of $5.00 For All
Other Equipment.
Fines MUST Be Paid Before Signing
Out Any More Equipment.
Email Notification Will Be Sent.
AUTOMATIC Fine of $40.00 For:
1. All Laptops
2. All Data Projectors
3. Video Cameras
4. SLR Cameras
5. GoPro
6. Sennheiser Mics
7. P.A. Systems
AUTOMATIC Fine of $10.00 For
All Other Equipment.
Fines MUST Be Paid Before
Signing Out Any More Equipment.
Email Notification Will Be Sent.
Security Will Be Notified.
AUTOMATIC Fine of $80.00 For:
1. All Laptops
2. All Data Projectors
3. Video Cameras
4. SLR Cameras
5. GoPro
6. Sennheiser Mics
7. P.A. Systems
AUTOMATIC Fine of $15.00 For
All Other Equipment.
Fines MUST Be Paid Before
Signing Out Any More Equipment.
OVER 1 WEEK
************THE EQUIPMENT POOL RESERVES THE RIGHT TO
ADJUST THE FINES ON A CASE BY CASE BASIS.**********