1. Loan Period
1.1. Reservations are accepted on a first-come, first-serve basis.
1.2. Production equipment may be checked out for a maximum of 24 hours if the faculty member (instructor) submits a written request to the Media Lab’s official email ([email protected]) accepting full legal and financial) explicitly l responsibility for the equipment during the extended loan period Without such approval, students will be granted access to equipment for a maximum of 7 hours per checkout. If you need to extend your loan period, you can submit a renewal request by checking the availability of the equipment with the staff member ON the due date but BEFORE the item is due. Please note that renewal requests are subject to availability and may not always be approved.
2. Intersession
2.1. The Media Lab is closed whenever the University is officially closed (Period of Intersession). This includes Armenian and U.S. national holidays, as dictated by the academic calendar. All equipment must be returned before the start of Intersession. Students are not permitted to access or use Media Lab facilities during these closure periods.
3. Late Returns
3.1. In case of a late return, the AUA Student Code of Conduct will be consulted to implement the appropriate consequences. Upon a written request issued by AUA, the fine for late return of equipment shall be AMD 2,000/per hour and AMD 20,000/per day for each piece of equipment until it is returned. One reminder will be sent to the borrower advising that the equipment is due for return.
4. Check-out/Check-in
4.1. When checking equipment in and out, patrons must allow sufficient time, minimum 10 minutes, for Media Lab staff to thoroughly inspect and document all components. Rushing or attempting to skip the inspection process may result in denial of checkout privileges.
4.2. Students may reserve up to one item from each equipment category, with a maximum of five items reserved at any one time. The Media Lab reserves the right to modify these limits at its sole discretion based on availability and operational needs. Any reservation exceeding these limits will be automatically denied to ensure fair access for all users.
4.3. Students must return equipment at the time specified in their booking in order to ensure availability for other users and to maintain fair access to Media Lab resources.
5. Support
5.1. Borrowers must thoroughly inspect and test all equipment in the presence of Media Lab staff before leaving the Lab. By leaving the Lab with the equipment, the borrower acknowledges receiving all items in proper working condition. No claims of pre-existing damage or malfunction will be accepted after equipment leaves the Lab premises.
5.2 Check all equipment before leaving the Lab to ensure you receive the correct items and that they work to your satisfaction. At that time, you may also inquire about the operation of the equipment.
5.3. You must notify the Lab immediately if a malfunction occurs during your loan period.
6. User/Borrower Liabilities
6.1. Once the agreed-upon date or time of return has passed, any outstanding recorded loan(s) may incur a fine.
6.2. Upon the written request of AUA, the fine for late return of equipment shall be AMD 2,000/per hour and AMD 20000/per day for each piece of equipment until the equipment is returned. One reminder will be sent to the borrower advising that the equipment is due for return.
6.3. Failure to return equipment by the due date may result in loss of borrowing privileges.
6.4. The original borrower remains solely and fully liable for all equipment damages, losses, and late returns, regardless of whether the equipment was subsequently used by other students or collaborators. Any unauthorized transfer or lending of equipment to third parties is strictly prohibited and may result in immediate suspension of Media Lab privileges.
6.5. In circumstances where borrowers loan equipment that is used (whether jointly or separately) as part of a collaborative project, the liability rests with the borrowers that loaned the equipment.
6.6. Borrower(s) is/are responsible for the full replacement cost of the equipment checked out if lost or stolen, as determinedy thy be current market value or the price list in Appendix A, whichever is higher. The price list may be updated periodically without notice.
6.7. Borrower(s) shall be strictly liable for the full repair or replacement cost of any equipment damaged or rendered inoperable while in their possession, regardless of fault or circumstances. This includes, but is not limited to, damage from accidents, misuse, negligence, or environmental factors. The Media Lab reserves the right to determine whether repair or replacement is appropriate, and to select the repair service provider or replacement equipment model.
6.8. Failure to follow this policy and these procedures may result in loss of borrowing privileges and a warning will be issued based on the Student Code of Conduct.
6.9. Failure to return equipment or provide full financial compensation to the University will result in immediate legal action, including but not limited to civil proceedings under Armenian law, and may result in academic holds being placed on the student’s account.
7. Copyright and Intellectual Property
7.1.General terms
Intellectual property (IP) creation with the use of Media Lab resources is governed by the AUA’s Intellectual Property and Commercialization Policy (https://policies.aua.am/policy/193). In accordance with the IP Policy, while authorship rights of all intellectual property remain with the creator(s), belongs exclusively to AUA/Media Lab, with the creator(s) receiving a limited, non-transferable license for personal portfolio use upon written request and approval. Any ownership or licensing rights for content produced in the Media Lab shall be jointly shared between the creator(s) and the Media Lab, with licensing rights requiring mutual agreement. This applies to content — including video, audio, photo, or design — created using Media Lab equipment, space, or resources (e.g., the support of the Media Lab team), regardless of the creator’s affiliation, unless explicitly agreed otherwise in a prior written agreement signed by authorized University representatives or created by students as part of their ordinary coursework, as defined below. Any such agreements must be executed before project commencement and must be approved by the Media Lab Director and AUA’s Legal Department.
7.2. Student Coursework
The University does not assert ownership over coursework or academic projects created by students as part of their educational activities in the Media Lab, provided that such work is: (i) produced in the ordinary course of study, (ii) not created under sponsored research agreements, (iii) not part of directed University-funded projects, and (iv) not created using substantial University resources, as determined by the Media Lab Director in their sole discretion. Students retain ownership of their coursework (including videos, audio, designs, photos, and other creative work) created for classes or personal academic purposes.
However, by using the Media Lab facilities, students grant AUA a perpetual, worldwide, non-exclusive, royalty-free, transferable license to use such coursework for educational, promotional, and institutional purposes, including but not limited to (e.g., classroom use, accreditation, and showcasing AUA’s educational environment).
7.3. University-Supported Productions
If content (e.g., video, photo, design, audio) is created with the direct support of the Media Lab team, using specialized University resources or funding that go beyond ordinary students’ academic use, then ownership of such IP belongs to the University, unless otherwise agreed in writing prior to the project’s initiation.
7.4. Personal or Non-Academic Use of Media Lab Resources
If content is created in the Media Lab podcast room or other facilities using Media Lab equipment, space, or support for personal or non-academic purposes, the following disclaimer must be clearly included in the description, credits, or accompanying materials:
DISCLAIMER:
This content was created with the support and resources available at the American University of Armenia’s Media Lab. The opinions, findings, and conclusions stated herein are those of the author(s) and do not necessarily reflect those of the University.
8. Space Usage
8.1. Students must complete an introductory general training session conducted by Media Lab staff in order to gain access to Media Lab facilities and resources.
8.2. Only after completing the training will students be granted facility access during working days, from 10:00 a.m. to 5:00 p.m.
8.3. Food and drinks are strictly prohibited inside the Media Lab, in order to protect the equipment and maintain cleanliness.
8.4. Access to the Media Lab space requires advance booking through the official reservation system. Emergency access requests must be submitted in writing to [email protected] and may be granted at the sole discretion of Media Lab staff. The Media Lab reserves the right to deny any booking request without explanation.
8.5 Students may bring a maximum of two guests into the Media Lab only with prior written approval from Lab staff. Students shall be strictly liable for any damage, misconduct, or policy violations caused by their guests. The Media Lab reserves the right to revoke guest privileges at any time.
MEDIALAB TERMS AND CONDITIONS SIGNOFF
I, _________________________ (print full name and student ID number), having read and understood all terms, hereby agree to and accept all rules, policies, and procedures for equipment checkout and facilities use in the American University of Armenia (AUA) Media Lab.
I acknowledge that when I check out or use any Media Lab equipment or facilities, I am responsible for reporting any loss and/or damage to that equipment.
I acknowledge that I am solely liable for any loss or damage to that equipment while it is checked out, and agree to reimburse AUA for the full replacement cost of any lost or damaged equipment within 30 days of written notice. This includes, but is not limited to, theft, abuse/misuse of equipment (both unintentional and intentional), neglect, or carelessness. Damage, destruction, or loss must be immediately reported to a Media Lab professional staff member by emailing [email protected] or calling +37460694040.
I also agree that if I am working with a group of students on a project, all students in that group are jointly and severally liable for any damage and/or loss to any equipment and facilities, unless it can be proven that the circumstances surrounding the damage and/or loss were beyond the group’s control.
I understand that stolen equipment is to be reported to the Police of the Republic of Armenia (RA) and AUA as quickly as possible.
I understand that any controversies arising shall be interpreted according to Media Lab and AUA policies and RA law, with exclusive jurisdiction in the courts of Yerevan, Armenia. I hereby waive any objection to such jurisdiction and venue.
By signing this agreement, I understand and accept these terms and conditions.
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Printed Name Signature Date