How to Reserve Equipment

Equipment database home pageThe Library Tech Commons equipment for loan service offers a comprehensive collection of video and audio equipment for a variety of media production needs. This is a free service available to UCSF students, staff and faculty. All items are loaned from the Tech Commons Help Desk, in room CL240 of the Parnassus Library from 8am-6pm, M-F. To place a reservation, follow the steps provided on the Instructions tab. Our online calendar allows you to view available time slots and reserve equipment without contacting Tech Commons staff.

The details view of each device on the online calendar provides helpful information and links to help documentation. If you would like additional help, please contact us prior to your visit to CL240 and we can schedule a consultation.

To access our online reservation calendar, navigate to

To place a reservation, follow the steps demonstrated in the video.

  1. Visit
  2. Click to select a device.
  3. Click to select a start time (available time blocks are green).
  4. Select a return date.
  5. Click the Add to Cart button to continue browsing for additional devices, or click the Add to Cart and Checkout button to finalize your reservation.
  6. You will be prompted to log in to MyAccess, if you have not already done so.
  7. Review the reservation policies.
  8. Provide your contact information and a short description of your project.
  9. Click the Submit My Booking button.

Canceling a reservation: After you submit your reservation, you will receive an email notification with the details. There is a cancellation link in the body of that email.

Changing a reservation: Unfortunately, there is no way (yet!) for you to change the items or dates/times of a reservation once it has been submitted. You can either cancel your reservation and create a new one, or contact a Tech Commons staff member, and we can make the changes on your behalf.

Our equipment is available free of charge to UCSF students, faculty and staff, with respect to the following policies:

General – Devices may only be used for UCSF-related projects, and cannot be used in weather conditions or environments that could potentially damage the equipment.

Check-Out and Return – Equipment may only be checked out by the user who originally made the reservation. All items in the kit will be inventoried and missing items will be noted. Check-outs can only occur during our normal hours of operation, in CL240, by Tech Commons staff. Returns can be dropped off by any user, including colleagues of the user who originally made the reservation. However, the user who originally made the reservation will be held responsible for any items that are damaged or lost.

Damaged/Lost Equipment – Users are responsible for replacing any items that are lost or damaged. Replaced items must be delivered to CL240 within 14 days of when they are discovered lost or damaged. Failure to do so will resort in a report being sent to the user’s department or manager, and additional action may be taken as necessary. Make sure that any missing items are noted during check-out, or else you could be held responsible!

Demos and File Transfer Assistance – A basic demonstration of the equipment’s functions can be provided upon request. If you are new to media production and would like a more detailed demonstration, or if you need assistance transferring recorded data to your external hard drive, please schedule time with our staff prior to your arrival.

Late Returns – If you are unable to return equipment by your schedule time, please call us ASAP (476-9426 or 476-4309) so that we can adjust other reservations as necessary. Repeat offenders will be denied service.

Time limits – To ensure that everyone has a chance to use our equipment, the following time limits apply:

    • 4 Days – video cameras, tripods, lights, audio recorders, microphones, backdrops
    • 7 Days – Articulate laptop
    • 14 Days – external hard drives (for multimedia projects only)

Lease Agreement – When you complete the online reservation process, you will be have the opportunity to review these policies. By completing your reservation, you agree to follow these policies.