UCMB Instrument Loans

Policies & Procedures for Collection & Distribution

Instrument Loan Procedure

• Any student borrowing an instrument from the UCMB inventory is required to complete the Instrument Loan Agreement Form immediately.
• Must enter serial #, case #, mouthpiece # (if applicable)
• Administrative Assistant (or designee) checks information from agreement form against UCMB Instrument Inventory and updates inventory accordingly with name of borrower, mouthpiece #, and date
• In the event that the loan form info does not match the inventory, the student may be asked to return the instrument until the issue is resolved.
• In order to exchange or return an instrument during the loan period, students must work directly with the Administrative Assistant or Band Office Staff (i.e. work study students who have been trained to follow the necessary procedures). Section leaders or other students are not permitted to handle instrument exchanges or loans on their own. Staff and student leaders who need access to storage lockers should refer to this document: UCMB Locker Combos, etc.

• Terms of Loan Agreement

• 1. This instrument will be checked in and out by the Band Office staff (or specific student leader designees who have been properly trained with this process). It must be returned at the end of the period of use specified above.
• 2. Should repairs be needed during the term of the loan, the borrower must bring the instrument to the Band Office staff directly to make the necessary arrangements. UNDER NO CIRCUMSTANCES SHOULD THE BORROWER SWAP INSTRUMENTS OR LEAVE AN INSTRUMENT UNATTENDED IN THE BAND OFFICE WITHOUT MAKING SPECIFIC ARRANGEMENTS WITH BAND OFFICE STAFF.
• 3. Acceptance of this instrument obligates the borrower to maintain it for the period of the loan. The borrower must provide reeds, oil, swabs, strings, other expendables, and routine maintenance at his/her own expense.
• 4. This instrument must be returned in the same condition as it was borrowed, barring normal usage wear and tear. In the event of loss or damage, the borrower will fund the replacement of instrument of equal value, or at list price for an instrument of this model and make.
• 5. A technician selected by the marching band staff and paid by the borrower will repair damage caused by neglect on the part of the borrower.
• 6. If the borrower fails to return the instrument by the specified date, or returns it severely damaged, the borrower will be financially responsible for the instrument and will be billed accordingly.
• ~Failure to comply with the Loan Agreement may result in a hold on the borrower's University of Connecticut Bursar account and the blocking of registration and housing by the University of Connecticut.~

Instrument Return Procedure

• Students can return instruments to the band office during business hours (M-F 9-5) during the fall and spring semesters, or by appointment during break sessions.
• As previously stated, students should expect to handle the return directly with the Administrative Assistant or with other trained personnel.
• Large scale return sessions may be scheduled at the end of the fall and/or spring semesters. Student leaders helping collect instruments at this session must be trained by the Administrative Assistant to follow the correct procedure in its entirety.
• Students who wish to return and/or start a new loan agreement at the annual Brass Cleaning Party must approach the Administrative Assistant (or designated personnel) to handle return and issuance procedures on site.
• Return process
• Student returns instrument, case, mouthpiece, and any accessories all at once.
• Search for student’s name in Instrument Loan Form Response Sheet.
• Confirm that all information from the loan form matches that of the instrument and/or mouthpiece matches what is being returned (case #, serial # mp #).
• When the match is confirmed, enter “returned” in column M and strike through (cmd shift x) the rest of the information in the row.
• Open the UCMB Instrument Inventory. Navigate to the corresponding instrument tab and update the information accordingly:
• Mark as “returned” in the STATUS/NAME column and change the date. The staff member or designee processing the return should then “sign” their own name in the signature column.
• Indicate any damage/repair needs in the notes column.
• Once the instrument is returned to its assigned storage location, update the STATUS/NAME column with that location (e.g. “locker 314”)
• In the event of a discrepancy at the time of return, explore other entries in the Loan Form Response Sheet and the Inventory document for the instrument actually being returned. If the discrepancy cannot immediately be solved:
• In the Loan Form Response sheet, highlight the row in red and notate the discrepancy in column M (e.g. “Student returned caseX with serial # X inside on day/mo/yr)
• In the Instrument Inventory, update whatever cells can be updated and detail the discrepancy in the “notes” column.
• Do NOT delete serial numbers. Highlight in red if there is a discrepancy.