Bass Media Equipment Checkout will reopen Friday, September 25th.

Bass Media equipment may only be checked out on FRIDAYS and checked in on MONDAYS. Reservations that start or end on other days will not be approved.

EXCEPTION: LAPTOPS may be checked out any day.


The Bass Media Equipment Checkout (BMEC) is a service provided to students of Yale University, housed in Bass Library. BMEC provides consumer-grade media equipment intended for short-term academic projects by eligible individuals. Reservations are made through, and are filled by Yale Library staff at the circulation desk in Bass Library. All aspects of BMEC, including reservations, fees, user permissions, and service, can be modified, deleted, or denied at the discretion of BMEC staff. To use the service, an eligible person (the client) must read and agree to all terms within this Terms of Service.


Any persons wishing to use BMEC services must possess two things. 1. An active NetID, and 2. A billable library account. BMEC is open only to individuals, not departments or groups. If a department or a group wishes to check out equipment, one person must provide their netID and billable account to be designated financially responsible. If an eligible client has never used our online reservations system before, they can create an account at the Reservations website. An account is necessary to make equipment reservations. BMEC Staff reserve the right to ban users at their discretion.


All equipment availabilities and reservations are handled through (“Reservations”). Most equipment can be checked out for a period of four days, counting the day it is checked out. There are some exeptions, including Laptops and Cell Phones, which have a maximum checkout period of two weeks, and laptop chargers have a checkout period of only one day. Only one of each model may be checked out under normal circumstances, and only a limited amount of any equipment category may be checked out at once.

“Equipment”, in this case, refers to the collection of individual piece listed as part of that equipment model on Reservations. Equipment must be taken out in full; BMEC will not honor requests to only take one part of a set equipment kit.


If a piece of equipment is available for one day past the due date, a “renew now” button will appear online. Clicking this button will grant ONE ADDITIONAL DAY on a reservation. Please note that this is not a renewal for the full term of the reservation, but is only a one-day extension.

Extended Reservations

If a project requires more equipment or a longer time period than what is allowed in a standard reservation, an extended reservation can be requested. Extended reservations are applied for through the following google form: Extended Checkout Request Form. The entire form must be filled out and submitted at least four business days before the extended reservation is set to begin. Requests submitted with less than four days of lead time have no guarantee of being filled. BMEC staff reserve the right to deny extended reservations or close the request form at our discretion.

User Responsibilities

Equipment must be picked up and returned to the Bass circulation desk during their hours of operation according to this site: Bass Hours Of Operation Equipment must be picked up on the first day of the reservation, or the entire reservation will automatically void. It is the user’s responsibility to be aware of both the circulation desk’s operating hours as well as the pickup and due dates of their reservation.

During the duration of a reservation, which is from check-out on Reservations until we check the equipment back in, the client whose name is listed in that reservation is entirely financially responsible for every piece of equipment checked out. This includes, but is not limited to: equipment damages incurred through use, accidental damage, or lost parts. Upon return, BMEC equipment is checked and replacement fines will be charged to the client for damages.

BMEC equipment must be returned on the due date indicated in reservations, during the Bass Library Circulation Desk’s open hours (See above). Equipment is to be returned in person at the counter; use of the book drop to return BMEC equipment is not allowed. The client must return every piece of equipment checked out to them or admit that a piece has been lost. This includes, but is not limited to: lens caps, memory storage, and accessories. All pieces of a kit must be present in order for a reservation to be checked in.

If unforeseen circumstances arise that prevent timely equipment return, BMEC staff must be notified before the due date specified on Reservations.

Financial Responsibility

While equipment is checked out to a user, that user is fully financially responsible for that equipment. If equipment is lost or damaged, a replacement fee will be charged to the client whose name is on the reservation. If an item is returned late, a charge will be accrued per day up to a maximum of the replacement cost for the item. Late fees vary by item and can be found on Reservations. An excessive amount of damages, at the discretion of BMEC staff, may result in being banned from using BMEC services. Fines can be paid at the Sterling Library Services Desk within one week, at which point they will transfer to the client’s Bursar account.


Please note again that the client, by using the checkout service, is agreeing to bear ALL damages incurred to equipment during the duration of checkout. Due to the potentially heavy financial responsibility, personal property insurance is highly recommended. The Yale Office Of Risk Management recommends the following: Insurance Information


Clients must transfer all important data from BMEC equipment before returns. After a piece of equipment has been returned, BMEC does not guarantee preservation of any data, including but not limited to: camera SD cards, laptop files, or internal memory.

Acceptable Use Policy

BMEC clients must also follow Yale’s general information technology appropriate use policy, found here: Acceptable Computing Policy

By taking out equipment from BMEC, you are agreeing to all of the terms outlined above, including all responsibilities and expectations. For questions related to any part of this terms of service or reservations, please email

This version of the Terms of Service was last edited 6/10/19.