The fines that are listed in this section of the handbook are put into place to ensure the proper care of the equipment that students are allowed to use. Fines pay for accidents such as damages to the equipment that allows the department to keep it in the best condition possible for others to use. Fines also help students to take responsibility for their mistakes. When equipment is damaged, it needs to be reported immediately, this can be taken into consideration when it is being decided how much money is going to be charged to your account. Late fees helps the department keep track of the equipment and gives more students the opportunity to use equipment for projects.

The cost of fines depends on each situation: loss/theft, damages/negligence, and late fees.

Some classes require fees to pay for the cost of expendables during production, this makes sure that there are supplies available for you when you go to work on a film. You will find these costs and other rental fees under the Usage Fees tab.

 

Late Returns

Equipment must be returned at or before the time it is scheduled. The late fees are set up so you will be accountable and responsible to return all equipment on time. If there is some extenuating circumstance, fill out an Late Fine Contesting Form. The amount of equipment that we have is limited so it is in high demand, if it does not come back on time you may be delaying another student’s project.

MA LATE POLICIES

  • If equipment is returned late, there will be a fine of $10.00 per item per day with a $100 maximum per booking.
    • (Example: If a student has 2 items checked out and is late returning their equipment, the first day they will be fined $20, the second day another $20 (total $40) and so on until they have accumulated a total fine of $100 for that booking.)
    • If a student reaches the maximum fine for a booking ($100), their access will be suspended until the fine is paid and they have met with the MAL manager.
    • Fines begin the minute after the scheduled return time.
  • Three strikes and you’re out. If you return equipment late three times, access to any of the MAL facilities will be suspended. To lift any suspension you will need to appear in an Access Meeting. It is your responsibility to clear up your record with the MAL. Do not try to get around the system by having someone else check out equipment for you. If this is discovered, you and the other student will have your privileges suspended.
  • All late fines will be applied to your BYU financial center account
Rates Fine Maximum Fine Examples
$10.00/item/day $100 per booking 3 items, each 2 days late:
$10.00 fine x 3 items= $30.00 x 2 days late= $60 total fine
 

FSSS LATE POLICIES

Since a specific check in appointment is scheduled with the FSSS, the responsible parties must be on time for the appointment. If you are more than 20 minutes late for an appointment, the project will be fined $10 for every additional 20 minuted until they are checked in. The FSSS has the right to close after 30 minutes.

Rescheduling of the appointment will be required and a flat fee of $25 will be applied to the production’s account, plus $15 per hour for every hour (up to $50 per day) that you are late.In case of emergency, the UPM is responsible for contacting the Access & Facilities Manager or FSSS Area Supervisor.

If your equipment is late, the project members’ Ashwire accounts will be locked.

Loss/Theft

Loss and Theft are defined as any instance where equipment placed under student care ends up missing or stolen.

LOSS

If a student loses a piece of equipment they will be held responsible for its replacement in part or in full as determined by the MAL. If there are remaining replacement costs, and they exceed $200, they will be covered by BYU Risk Management. Anything less than $200 will be covered with MAL funds.

THEFT

If a piece of equipment ends up stolen the cost for replacement will be the responsibility of the student in part or in full as determined by the MAL. The remaining replacement costs, if any, that exceed $200 will be covered by BYU Risk Management. Any remaining costs less than $200, will be covered with MAL funds.

Damage/Negligence

DAMAGE

The MAL has staff to ensure that the equipment is in good and working order. When checking out equipment, it is your responsibility to confirm that the equipment is working properly and demonstrate competency while prepping the equipment. If equipment is damaged while you have it, inform the MAL employee immediately. You are financially responsible for negligence or carelessness with the equipment and will need to follow the damage assessment procedure. If a student returns damaged equipment showing signs of abuse or neglect, the following procedure will apply:

  1. The student or UPM of the project should report the damage to their instructor/project advisor and to the appropriate MAL employee who will evaluate the situation. They should also fill out a Damaged Equipment Report. Access may be put on hold until the matter is resolved.
  2. The MAL staff will turn the equipment over to the lab area supervisor who will examine the equipment and prepare a damage assessment.
  3. The student will be contacted by the MAL to review the damages and related circumstances.
  4. The MAL will review the damage assessment report and the student’s response, and will then make a decision as to whether the damage falls under: loss/theft (student responsible for replacement depending on assessment), carelessness (BYU Risk Management Insurance, MAL Funds, and/or student depending on assessment), or abuse/willful negligence (student or student and MAL funds)
  5. An email will be sent to the student informing him/her of the decision reached and of the impending consequences (if any).
  6. The student may appeal the decision to the MAL. If the judgment stands, the student will be assessed a fine for the repair or replacement of the equipment.
  7. Until the item is repaired it will be taken out of circulation (on Ashwire). Once repaired the item will be placed back in circulation.

PENALTY POLICY

BYU Risk Management will cover everything except horseplay and negligence. The University administration has granted the MAL the right to enforce the following penalties to equipment damage where it applies.

CARELESSNESS

Carelessness is defined as damage where students or faculty are not trained as required to operate equipment, or when there appears to be an absence of proper care of equipment. If it is determined that a student was not properly certified due to MAL negligence, there will be no fine assessed to the student. This the policy for fines for damaged equipment.

 

REPAIR/REPLACEMENT COST YOU PAY
Less than $50 All
Between $50-100 Half
More than $100 25%
ABUSE / NEGLIGENCE

This is defined as damage where a student has shown disregard for appropriate care. BYU Risk Management will NOT cover horseplay or negligence. The student will be held responsible for repair costs either in full or partially as determined by the MAL. Any remaining difference in repair costs if not assessed to the student will be paid with MAL funds.

REPAIR/REPLACEMENT COST YOU PAY
Less than $50 All
Between $50-100 Half
More than $100 25%

The MAL reserves the right to modify these amounts on case by case basis.

Class Usage Fees

CLASS USAGE FEES

Special and Advanced Narrative and Documentary projects using equipment from the high-end equipment facility will be required to pay a standardized fee in order to defray the cost of expendables utilized during productions. The fee will be calculated according to the number of script pages for narrative productions, and the estimated length of finished product for documentary productions. These fees will then be used by the FSSS to purchase gels, bulbs, black wrap, and other expendables commonly used by students. Your production will be required to pay this fee even you feel that your production didn’t use any expendables.

  • Funds will be debited from the production’s account.
  • The production is responsible for ensuring that said funds are available in the production account or their student account will be fined.
  • The usage fee does not excuse the production from responsibility for damaged/missing equipment, nor from irresponsible and wasteful usage of available expendables.
  • Access to equipment is not granted until usage fees have been paid. Grip Trailer After you are approved to use the Grip Trailer, these rental fees will be applied for the day that you use the trailer. For information on how to get access for the Grip Trailer click here. A day of shooting is considered a maximum of 12 hours.
CLASS RATE
Narrative Production $3.00/script page
Documentary Production $1.00/minute of estimated finished production length

GRIP TRAILER

After you are approved to use the Grip Trailer, these rental fees will be applied for the day that you use the trailer. For information on how to get access for the Grip Trailer click here.

A day of shooting is considered a maximum of 12 hours.

LOCAL SHOOT
DISTANCE COST OVERTIME
Within 30 minutes 15 miles $25/trip $20/hour for first hour over 12 hours
and $30/hour for following hours
Note: If the driver has to stay on location all day and is not a part of the crew, the production will be charged as if it were a Distant shoot
DISTANT SHOOT
DISTANCE COST: TRAVEL < AN HOUR COST: TRAVEL > AN HOUR OVERTIME
1 hour– 50 miles (driver stays all day) $150 for first 12 hours
not including travel
$150 for 12 hours
including travel
$20 for first hour $30/hour
for following hours

 OTHER FEES

If a shoot fails to wrap in time for the driver to return the equipment according the the BYU travel policy then the production will be charged for time past the 12 hours if the driver choose to wait until 6 am (if it is a short enough time to be safe) to move the equipment OR they will be charged one night’s hotel fee so driver can secure the equipment and abide the travel policies.

For cancellations, where a MAL employee is scheduled to assist a project and the project fails to notify them, an hourly rate of $25 will be billed to the project for each hour spent waiting.

Contest Fines

To contest a fine that you do not believe you should have been charged please fill out this form: Fine Contest Form

For example: If equipment is returned late you will be charged a fine automatically, even if you have made previous arrangements or something happens that is out of your control that prevented you from returning the equipment on time. The MAL looks at every situation individually so there is not a set rule as to when refunds will be given or when you will still be expected to pay the fine.