Damaged Equipment Procedures

 

When equipment is damaged and we have determined that it is in need of repair or replacement, follow these procedures to report and tract the problems with Personnel.

 

1.      General Equipment Damage

    1. Log into the Broken Media Equipment form at

      http://atlas.lib.utk.edu/

                                                               i.      Login using assigned login name and password

                                                             ii.      Fill in required fields (see attached sample form and explanatory notes below)

1.      Equipment Type (model number and our title, i.e. DC2, Canon PowerShot S30)

2.      Problem Description (Include problem and any steps taken working with tech support or from tech support web site)

    1. Track changes, status, updates, and contact with service providers to Personnel by watching the log at http://atlas.lib.utk.edu/

                                                               i.      Personnel will contact service providers with equipment problems and warranty information.  Appropriate updates and tracking will be made available on the log.

c.       When Personnel receives an estimated repair cost, they will contact the department, which will decide to proceed with repair or choose replacement.

                                                               i.      Studio staff make the decision and forward recommendation to Dept Head for approval if the cost is more than $150.  Recommendation goes directly to Personnel if the cost is less.

                                                             ii.      General rule of thumb:

·        Repair cost > 10% original purchase cost = repair

·        Repair cost > 50% original purchase cost = replace

·        Repair cost between 10 – 50% original purchase cost, decide based on amount of use, current purchase price, general lifetime of type of equipment, etc.

 

2.      Equipment Damaged while Checked-out to Patron

a.       Contact patron and explain what was damaged.  Review loan agreement if needed.  Explain the process as outlined below.  Be sure to ask for current and preferred contact method as the process may take some time.

    1. Log into the Broken Media Equipment form at

http://aztec.lib.utk.edu/

                                                               i.      Complete required fields plus optional one:

1.      Name of patron and urgent checkbox to alert Personnel to put this request at top of list.

c.       In Horizon [Aleph], add note field to patron record indicating a pending equipment repair/replacement charge

                                                               i.      In checkout screen, find patron record (F4—search by last name)

                                                             ii.      In blocks menu choose to add a note

                                                            iii.      In text field type “pending studio equip repair charge,” the date, your initials

d.      Tracking and decision-making are identical to 1.b and 1.c above.

e.       Charges to patron

                                                               i.      Amount of charge

1.      If we decide to repair, patron is charged the estimated repair cost.

2.      If we decide replacement is a better option, patron is charged estimated repair cost (if available) but library pays replacement cost.

3.      If a repair is not possible, patron pays original cost.

                                                             ii.      Once known, add repair/replacement cost to patron record in Horizon [Aleph].

1.      In checkout screen, find patron record (F4—search by last name)

2.      In blocks menu choose to add block

3.      Type repair/replacement cost in money field

4.      In text field type “code 499 studio equipment repair/replacement cost,” the date, your initials

                                                            iii.      Contact patron to provide charge information.