Terms & Conditions 🖋

Terms & Conditions

Your PRISM membership allows you to access a range of services and equipment. You agree that you will adhere to the following terms and conditions for access to PRISM services.
1. A valid OneCard is required and must be presented for all equipment rentals, registration for PRISM courses, and to access PRISM space.

2. Payment must be made prior to accessing any further equipment rentals or course registrations. Access to additional PRISM services will not be available if there is an outstanding balance on your PRISM Resources account.

3. PRISM Resources is not responsible for any lost, stolen, or damaged property, including loss of data due to hardware or software malfunctions. Members use the PRISM space and equipment at their own risk, including the Ready Charge station and Return Locker for returns. Always back-up data.

4. Members are responsible for any lost, stolen or damaged equipment in the Return Locker unless the unit is properly locked.

5. PRISM members are responsible for their use of PRISM technology and equipment. Misuse of technology, including improper file sharing, may constitute breach of University policies or procedures.

6. Outstanding fines, payments or unreturned equipment may lead to a “hold” being placed on a student account through Service Laurier. A hold on your LORIS student account may prevent you from adding/dropping University courses, checking grades, or graduating. Removal of a “hold” may take up to five (5) business days.

A. Equipment Rentals

1. The PRISM member signing out the equipment is fully and solely responsible for the equipment.

2. PRISM cannot guarantee the availability of specifically requested equipment.

3. All equipment must be returned no later than 3:00 pm on the due date.

4. Members are entitled to a maximum of one renewal for equipment, except during the last two (2) weeks of each academic term.

5. Members are required to monitor equipment return due dates. Inquires about due dates can be referred to support@prismresources.ca. PRISM will follow up with you to address any late equipment returns or outstanding balances.

6. After returning equipment, there is a twenty-four (24) hour waiting period before a PRISM member may rent the same specific item again. If available, another item may be rented immediately.

7. Missing, stolen, or damaged equipment or components must be reported immediately by emailing: support@prismresources.ca. Equipment not returned within 14 calendar days of the due date, will be considered lost.

8. All equipment must be returned by the last date of the academic term. PRISM closes the service desk between academic terms. For specific dates visit www.prismresources.ca.

9. The PRISM member is responsible to cover the replacement or repair cost for any equipment that is lost, stolen, or damaged. Members are not allowed to replace equipment with a self-purchased substitute or complete repairs.

10. For replacement purposes, equipment with an original purchase value (before tax) of $1000.00 or more will be valued based on a straight-line depreciation method with a six-year lifespan.

11. For damaged equipment, the lower of the repair or replacement cost (as per #10 above) will apply.

12. Student Club: Clubs in the Lazaridis Students’ Society may rent equipment from PRISM with at least 14 business days’ advance notice. Clubs may be considered for equipment sponsorship. Equipment sponsorships are granted to clubs on a first-come-first-serve basis. Questions and inquiries can be directed to sponsorship@prismresources.ca. All equipment for a student club will be the responsibility of a current PRISM member who is accountable to sign-out and return the equipment, as well as for any costs.

B. Prism Spaces

1. Users are responsible for keeping the spaces clean and tidy. All garbage must be disposed of appropriately.

2. Users are responsible for any damage or loss to PRISM property or equipment. Access to PRISM space may be restricted due to misuse or misconduct.

C. Prism Courses

1. Members are responsible to provide notice of cancellation for a training courses at least 24 hours before the start of the course.

D. Fines

1. A fine of $5.00 per calendar day applies on all equipment not returned by 3:00 p.m. on the due date.

2. A fine of $20.00 applies for all missed training courses where the member is marked absent.

3. Failure to cancel a training course at least 24 hours before the start of the course will result in a $20.00 fine.

4. Fines must be paid, in full, within 15 calendar days. For fines incurred within the last two weeks of an academic term, the fine must be paid within 15 calendar days of the start of the following academic term.

5. Members may be required to wait up to 24 hours after paying any fines before they may sign out new equipment or register for a training course.

6. Members may dispute a fine as follows:

a) Fines must be disputed within 15 calendar days of receipt of notice of the fine. Fines incurred in the last two (2) weeks of an academic term must be disputed within 15 calendar days of the start of the next academic term.
b) To dispute a fine, the PRISM member must submit, in writing, a summary of the facts relating to the fine, reasons giving rise to the fine – e.g. loss or damage to equipment, damage to PRISM space, or failure to attend a training course – and reasons why the PRISM member should not be required to pay the fine (either in whole or in part).
c) The written appeal should be submitted to the Senior Administrative Officer (SAO) in the Office of the Dean, Lazaridis School. The SAO, or designate will, whenever reasonably possible, follow up with PRISM representatives, along with the PRISM member disputing the fine, to gather further information and make a decision. The SAO, or designate, will make a decision within two weeks of receipt of the written appeal of the fine.
d) The decision of the Dean’s office is final and will be communicated to the PRISM member disputing the fine and to the PRISM, VP, Member Relations (or other responsible PRISM executive member).

Failure to follow these Terms and Conditions may lead to loss of your PRISM Resources membership and/or discipline under University policies or procedures.

ALL Students are required to follow all applicable Wilfrid Laurier University policies and procedures, including the Student Code of Conduct and Discipline (12.2), Non-Academic Student Code of Conduct (12.3), Use of University Information Technology (9.1) and Prevention of Harassment and Discrimination (6.1).