Overview

Crew members are responsible for the proper handling, transport, operation, organization, and protection of the equipment assigned to their department throughout the production process.

Because productions rely on shared school equipment across multiple shows and production cycles, all crew members are expected to treat equipment carefully and use it responsibly. Clear expectations surrounding equipment stewardship help reduce loss and damage, maintain equipment availability, and reinforce professional production habits related to organization, accountability, and on-set responsibility.

Departmental Responsibilities

Based on the structure of the check-out/check-in responsibility hierarchy, a significant part of the job as a department head is keeping tabs on who is using the equipment from their equipment manifest. Department heads should also make it clear to the students and volunteers working under them that they are required to report any loss, damage, or malfunction of equipment immediately. Keeping abreast of the state of the gear during the course of production and providing open channels of communication to the rest of the crew will insure the conscientious use of the equipment and reduce the amount of damage and subsequent monetary assessments.

A specified student position or student team (listed below) from each department is required to sign the Check-out/Check-in Equipment Manifest for their equipment package and is fiscally responsible for said equipment. By signing this Check-out/Check-in Equipment Manifest, the student agrees to all policies pertaining to the use of College equipment.

Each day at wrap, the department head/team marks down on the manifest any missing or damaged equipment, in addition to notifying the 1st AD and Producer of the same.

Lighting Package

As department head, the Gaffer shall be responsible for all equipment listed on the Lighting Check-out/Check-in Manifest. If there is no generator truck on the production, the Gaffer will also be responsible for the electrical equipment. If the Gaffer cannot determine who was responsible for any loss or damage, or the Gaffer did not report the loss or damage, it will be the full responsibility of the Gaffer. It is always the responsibility of the Gaffer, as department head, to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Camera Package

The 1st AC & 2nd AC shall be equally responsible for the equipment listed on the Camera Check-out/Check-in Manifest. If the AC team cannot determine who was responsible for any loss or damage, or did not report the loss or damage, they will be equally responsible. It is always the responsibility of the 1st AC, as department head, to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Grip Package

As the department head, the Key Grip is ultimately responsible for all the grip equipment (including camera dollies) on the Check-out/Check-in Manifest. If the Key Grip cannot determine who was responsible for any loss or damage, or did not report the loss or damage, it will be the full responsibility of the Key Grip. It is always the responsibility of the Key Grip, as department head, to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Electric Package

On productions involving the generator truck, the electric equipment shall be the responsibility of the Best Boy Electric. If the Best Boy Electric cannot determine who was responsible for any loss or damage, or did not report the loss or damage, it will be the full responsibility of the Best Boy Electric. It is the Best Boy Electric’s responsibility to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Sound Package

The Sound Mixer & Boom Operator shall be equally responsible for all equipment listed on the Sound Check-out/Check-in Manifest. If the sound team cannot determine who was responsible for any loss or damage, or did not report the loss or damage, it will be the full and equal responsibility of the sound team. It is always the responsibility of the Sound Mixer, as department head, to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Script Supervisor/Video Assist Package

As the on-set department head for the editorial department, the Script Supervisor shall be responsible for all equipment listed on the Script Supervisor/Video Assist Check-out/Check-in Manifest. If the Script Supervisor cannot determine who was responsible for any loss or damage, or did not report the loss or damage, it will be the full and equal responsibility of the sound team. It is always the responsibility of the Script Supervisor, as department head, to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Assistant Director Package

The 2nd AD is responsible for all equipment listed on the Assistant Director Check-out/Check-in Manifest. If the faculty did not assign a student to the 2nd AD position, the duties of the 2nd AD fall to the 1st AD. If the 2nd AD cannot determine who was responsible for any loss or damage, or did not report the loss or damage, it will be the full and equal responsibility of the sound team. It is always the responsibility of the 2nd AD to immediately notify the 1st AD and Producer of any loss or damage, so that it can be documented on the Daily Production Report (DPR).

Overview

Check-in and check-out procedures govern how productions receive, return, verify, and inventory school equipment through the equipment room.

Because equipment is shared across many productions and classes, organized check-out procedures are necessary to maintain accountability, track inventory accurately, and keep equipment available and operational for future use. Careful check-in practices also help identify damage, missing items, or technical issues before they affect other productions.

How It Works

As a required and mandatory component of the curriculum, students will be required to check out equipment, use the equipment safely and effectively, and check in the equipment in the condition it was issued. Students will be evaluated on such use. Students will also be evaluated on their timely attendance at the scheduled equipment check-in/check-out, which is mandatory for most student productions.

Equipment will be checked out and assigned to current, registered FSU College of Motion Picture Arts students ONLY.

The most formal, structured type of equipment usage occurs during the student films produced during production cycles. Most student projects fall into this category and are assigned specific equipment packages, with the possibility of additional equipment being available upon special request. These packages are designed to allow students access to the needed equipment for their projects while maintaining equity across all productions. Student productions are an extension of the classroom; the use of the equipment and the production itself is a component of the test and/or assignment of the class.

Prior to checking out equipment students are assigned crew positions on the production crew grid. Student crewmembers are required to attend check-out or check-in at the assigned time and attendance is taken. Crew members who are required to attend from their respective departments, and the attendance times, are subject to change but, in general, are laid out in the Equipment Room Check-out/Check-in Schedule available from the ER and posted on the student bulletin board.

The students assigned the responsibility of those crew positions shall be responsible for the equipment, regardless of who uses it. However, any damage to equipment due to negligence will always become the responsibility of the student user and will take priority over any other policy. Failure to adhere to this protocol or fully understand its ramifications will result in the restricted use or loss of ER privileges.

Check-in

At the assigned times, the “check-in” students sign in on the equipment check-in attendance sheet. Attendance at check-in is part of the student’s final grade.

If a truck has been provided to a production, the assigned drivers back the truck up to the loading dock with the assistance of the assigned passenger.

The Key Grip orchestrates the unloading of the truck. The check-in students unload the camera, sound, AD, and Script Supervisor packages and proceed to carry the equipment inside to the equipment room. The check-in students responsible for the lighting, grip, electrical, and dolly packages unload their equipment onto the loading dock. Both groups are informed of, and are witness to, the logging of any gear that is missing and or damaged from their respective portions of the equipment manifest. The missing/damaged equipment is noted on the manifest form.

The students checking in sign the manifest form acknowledging the agreement between the ER and the student as to the state of the gear, and the gear count. If there is missing/damaged equipment, the responsible student(s) either return the missing item(s) or arrange payment to repair or replace the item(s). Once their portion of the manifest is signed the check-in students may sign out and leave.

Check-out

At the assigned times, the “check-out” students sign in on the equipment check-in attendance sheet. Attendance at check-out is part of the student’s final grade.

The check-out students thoroughly check through every piece of equipment, and make sure that the ER has replaced any damaged or missing equipment, and/or has noted such damage on the Check-out Manifest.

If a truck has been provided to a production, the Key Grip orchestrates the loading of equipment onto the truck. The student responsible signs for the equipment, receives a copy of the Check-out Manifest, and stores the manifest with the equipment. This signature is acknowledgement that the Check-out person has thoroughly checked through every piece of gear on their portion of the manifest and he or she agrees with the ER personnel on the condition and count of the gear.

Faculty Assigned Classes/Workshops

In the course of conducting their classes, there will be times when faculty will require students to check out equipment for certain class exercises. These checkouts are less formal and not as structured. However, the ER expects the same diligence in the use and return of the gear.

In most cases, the equipment’s care is the responsibility of the entire class. However, in the case of gross negligence, the person responsible will be held liable for any damages assessed.

Students who are directed by their instructor to pick up the equipment will be required to fill out and sign the Special Equipment Check-out Form. The equipment will be checked out at the time it is requested, and must be returned to the ER at the end of class.

Overview

Special request equipment refers to production equipment that falls outside the standard equipment packages and therefore requires additional review and approval before it may be reserved or issued to a production.

Because certain equipment may be limited in quantity, require specialized training, involve elevated risk, or affect availability for other productions, requests must be evaluated carefully before approval is granted. The process helps maintain fairness across productions while ensuring that equipment is used responsibly and appropriately.

How It Works

During the production cycle students may, depending on availability and the parameters of the production cycle, order “special request” equipment for their productions. Special request equipment is defined as any piece of equipment in the ER that is not listed on the preset equipment packages.

Special equipment typically requires additional training and it can add complexity to the production protocols and procedures. For this reason, special equipment is only permitted on the more advanced-level projects (F3, FC, M2, M3, MC), where there is adequate time and attention for ensuring it is deployed effectively. Earlier projects (F1, F2, M1) are restricted to using the standard equipment package, where the intended focus of the curriculum is on core, foundational learning.

Protocol for Requesting Special Equipment

This type of equipment usage is covered by the Special Equipment Check-Out Form and requires the authorization of a specific faculty/staff member and the Associate Dean. The student will need to go online and fill out the required Special Equipment Request form and submit it to the ER personnel. The ER will then inform the student of the check-in/check-out procedures and location of the equipment. The equipment will be the responsibility of the student(s) who checked it out, whether an individual or a group.

In order to receive special equipment, the show’s producer and/or director of photography must do two things:

1. Attend a special equipment meeting with the ER Manager. This meeting is not a substitute for the green light meeting or directors prep. It is designed to sort out logistical problems and chart the equipment at any given moment during production. This is meeting is MANDATORY if you want access to any special equipment. At the meeting a time will be set wherein the students must check the special equipment out and in. Special equipment checkout/in occurs separate from regular checkout/in. Meeting times will be posted on the board and through general email notifications.
2. The student will complete and sign a Special Equipment Request Form. Producers must sign this form to obtain the gear, and are responsible for its proper use and care.

This equipment needs to be returned immediately upon completion of the project or by the return date. Failure to do so will result in restriction of ER privileges.

Overview

Equipment availability policies outline how equipment access is prioritized, scheduled, and managed across productions, classes, and program activities.

Because the program operates with shared production resources and overlapping production schedules, equipment availability is determined by curricular needs. Clear policies help productions plan more realistically while supporting fair access, operational consistency, and responsible allocation of school resources.

Policies

Students are given access to industry-standard, professional film equipment and students are treated as professional filmmakers regarding to the care, maintenance, and responsible use of the equipment. Equipment policies are in place not only to teach the student how the professional film industry operates, but also to maintain the long-term viability of the College’s equipment.

One of the unique aspects of the College is that students do not have to stand in line to reserve equipment under a first come/first served policy. As part of the level playing field philosophy, every student production will have exactly the same base equipment package as every other production during that specific production cycle. This equipment package will be prepared for student check-out, and the check-out period scheduled as a part of the normal schedule. This insures equal access to the required equipment and equal time to inspect the state of the equipment being checked in or out.

It is a common misconception that just because the College owns a piece of equipment it is automatically available to any student who wants it whenever they want it. The lockstep nature of the curriculum, the different levels of productions, and the different requirements of the degree programs necessitate an availability policy.

Complexity of Equipment

Some equipment requires advance training outside of the normal class and/or workshop schedule. This equipment is also typically reserved for the more advanced projects, and only to those students who have taken the extra time to become trained on that equipment set-up and operation.

Degree Program Requirements

The curricular requirements of BFA and MFA programs are not the same. In some circumstances the use of certain equipment may be restricted to only one degree program. The level playing field ideology applies only within a degree plan.

Other Uses

The equipment and facilities are exclusively for use by College of Motion Picture Arts students and faculty on official FSU films and workshops. Use of the equipment for any other use must be approved by the Associate Dean and can never interfere with the established curriculum.

Overview

The equipment room is responsible for issuing, tracking, maintaining, testing, and managing the production equipment used throughout the program. This includes preparing equipment packages, monitoring inventory, coordinating repairs and maintenance, and supporting productions through the check-out and return process.

The ER strives to provide well-maintained, industry-standard equipment and expendables for faculty and students to use in their educational endeavors. Because all productions rely on shared equipment resources, the equipment room plays a critical role in keeping productions operational and maintaining consistency across production cycles. Organized equipment room procedures help ensure that equipment remains functional, available, and properly maintained while supporting a fair and efficient workflow for students across the program.

Damage and replacement of equipment

The ER will be responsible for assisting and/or replacing equipment, which is deemed vital to the essential completion of the project.

The ER will provide an emergency phone number for the purpose of contacting ER personnel in the case of an equipment emergency. An equipment emergency is defined as any equipment malfunction that renders the completion of the production impossible or severely hindered. Not knowing how to operate equipment does not constitute an emergency. An equipment emergency is also defined as any vehicle accident involving College vehicles. Accidents involving student vehicles are not Equipment Room emergencies.

The ER shall be responsible for the replacement, repair, or supply of any equipment or expendables that are not available/functioning due to ER personnel error.

The ER is not responsible for in the field replacement of depleted expendables. The ER is also not responsible for instruction in usage of equipment in the field, and is not responsible for user error. 

For each production cycle the ER will issue a Loss/Damage Report to each producer. The ER will also issue an invoice both to the producer and to the responsible individual(s) for the cost of replacing or repairing any gear damaged or missing.

Check-in and check-out

The ER personnel will guide students in the checking in and out of all equipment.

The ER will provide the original equipment Check-out/Check-in manifest forms to check against the state of the equipment. Any deviation of the state of the equipment, either in damage or loss, from the Check-out forms will be noted on the Check-in forms and signed by the ER personnel who witnessed the irregularity.

The ER will replace an item if that item is damaged or missing at the time of check-out. If there is no in-kind item available then the damaged or missing item will be noted on the Check-out Manifest.

The ER personnel will be responsible for obtaining the signature of the Check-in student at the end of Check-in.

The ER will place all approved Special Request equipment in the designated Special Request spaces.