Columbia College | Columbia Engineering

Borrowing Agreement

The Student Group Borrowing Agreement outlines the rules and expectations for the use of the Props and Costume Cages. Each group checking out items from the Props or Costume Cages is required to have at least one e-board member (preferably the President or Vice-President) sign the agreement during Club Refuel or before the first time the group visits the Cages. In addition, each individual who wishes to tag or check out items must sign the agreement upon their first visit. The group’s adviser will also be notified of the group’s use of the Cages. Although not every member of a group is required to sign the agreement, the group as a whole is expected to know and abide by the information below.  The group as a whole will be held responsible and liable should any rules, expectations or policies not be met. This includes but is not limited to fees being charged to the group account or the group no longer being allowed to use the resources in the future. If, however, a specific individual(s) in a group is repeatedly having issues meeting the rules, policies, and expectations, the Black Box Theatre has the right to restrict the individual(s) from using the resources in the future and holding the individual student(s) responsible for any fees or charges. 

The group representatives will sign a digital copy of this agreement during their first appointment to access the Props or Costume Cages. 

General Information

  • Access to the Props Cages or Costume Closet is by appointment only during the allotted hours. Appointments must be made at least 24 hours in advance and confirmed by Nina Lam via email.

    • If a group representative is unavailable during the allotted hours, they must email the Black Box Theatre Manager to schedule a time outside of those hours

    • Appointments are required to do any of the following:

  • Check-Out or Check-In/Return items

  • Browsing or Tagging/Reserving Items

  • Donations of items

  • Props and costumes may be checked out by representatives or members of any recognized undergraduate student group at no cost to the individual or organization, with exception to washing or dry cleaning all costumes regardless of use.

    • Please remember to budget for the cost of dry cleaning!

  • Student groups do not need to have a reservation in the Black Box Theatre to use the resources in the Cages.

Terms and Conditions of Use:

 Reserving and Tagging Items

  • Student groups are allowed to reserve items in advance via the tagging system

  • Tagging can only be done in-person, by appointment, and on a first come, first served basis

  • Tagging does reserve those items for the indicated period of time;, however other groups can use those items before or after your reservation period

  • Groups are not to remove or modify tags on items other groups have tagged if it conflicts with their potential reservation dates

Checking-Out Items

  • The checking-out of items must be done in person and by appointment only

  • At the time of check out, a due date will be agreed upon by both the group member and Black Box Theatre Manager, and must account for time to have all items washed or dry cleaned

  • The selected items for check-out will be recorded in the inventory spreadsheet and signed out by the group member

  • Once checked-out, all items fall under the responsibility of the group and the representative checking them out

  • An email will be sent by the Black Box Theatre Manager to the group and student representative with a copy of the contract, summary of items checked out and cleaning instructions, and outline of due dates

Checking-In/Returning Items

  • The checking-in/returning of items must be done in person and by appointment only

  • Before checking in or returning items, all costumes must be washed or dry-cleaned, regardless of use. Proof of cleaning must be shown at time of return.

  • Props and costumes need to be officially checked in with a member of the Management Team and should NOT be dropped off or left if the Black Box Theatre Manager is not present. 

  • All items must be returned by the designated return date/appointment time, which must allot proper time for the washing/dry cleaning of all costumes

  • Items must be clean and in original or better condition upon return

  • Props and costumes are not to be changed, modified, or altered in any permanent way without previous approval by the Black Box Theatre Manager

  • Each item will be inspected by the Black Box Theatre Manager upon return

  • After inspection, the group member will return each item to its proper location in the cages in an organized fashion

  • Return(s) are not necessary for materials that are for one time use (ie. paint, glue, wrapping paper etc.).  The Black Box Theatre Manager will make note of this on the inventory sheet

Policies & Fees for Breaking the Terms and Conditions of Use 

Term/Condition of Use Broken

Action Taken by Black Box Theatre Manager

Action Required by student/group

Consequence/Fee

Items not returned by originally agreed-upon due date

The Black Box Theatre Manager will send a reminder email to the student with a summary list of borrowed items, a copy of the agreement form and the link to schedule a new appointment by a certain deadline

Reply to the Black Box Theatre Manager, sign up for a new appointment time, and return all items on that date

None

Items not returned/new appointment not made by 2nd due date

Black Box Manager will send a 2nd reminder email to student and group’s e-board with a final due date and list of potential consequences

Reply to the Black Box Theatre Manager, sign up for a new appointment time, and return all items on that date

Group's e-board will be notified of the late return, new due date, and list of potential consequences.  

Items not returned/new appointment not made by 3rd due date

Black Box Manager will send a 3rd email to student and group’s e-board outlining consequences and fees for the group and requesting a meeting to discuss

Sign up for a meeting with Black Box Manager and make a plan to return items ASAP

Automatic replacement charge to the group for each item, cost determined by Black Box Theatre Manager

 

A $100 penalty fee

 

No access to the Props or Costume Cages for the next 2 semesters

 

The $100 penalty fee and restriction to use the cages apply regardless if the item(s) are returned after the final deadline listed in the 2nd email

Student does not set up/show up for required Meeting with Black Box Theatre Manager regarding late fees 

Black Box Theatre Manager will email student, group’s e-board, and group’s adviser to outline additional fees and consequences

Reschedule appointment with Black Box Theatre Manager and make a plan to return items ASAP

An automatic replacement charge for each item to the group’s account if items have still not been returned

 

An additional $100 penalty fee added to the original $100 penalty fee (total of a $200 penalty fee)

 

Your group will no longer have access to the cages

 

If your group returns items by the time of the meeting, you will not be charged the replacement cost; however, you will still pay the $200 penalty fee and will be banned from using the cages for the next 2 semesters

Items returned/ dropped off without being checked back in with the Black Box Theatre Manager

Black Box Theatre Manager will email group’s e-board with outline of fees

Set up an appointment to complete checking in process with Black Box Theatre Manager

 

Pay fee

$75 fee

Items not properly returned to the cages – put in the wrong place, not hung up neatly, etc.

Black Box Theatre Manager will email group’s e-board with outline of fees

Set up an appointment to help re-organize the returned items with Black Box Theatre Manager

 

Pay fee

$75 fee

Costumes are returned that have not been washed and/or dry cleaned

Black Box Theatre Manager will not accept costumes return; will set up a plan with student to complete washing and a new due date

Wash and/or dry clean all costumes and return them to the cages by new due date

None

After initial failure to comply with washing policy, costumes are returned again, still not washed and/or dry cleaned

Black Box Theatre Manager will go over associated charged with student and notify group’s e-board as well

Pay fees

An automatic $25 cleaning fee per item to the group

 

The group will lose access to the Costume Cages for the next 2 semesters

Items are lost, damaged, permanently altered/changed without permission, or broken

Black Box Theatre Manager will go over all associated charges with student upon checking in and notify group’s e-board as well

Pay fees

 

With approval, replace lost, damaged, altered, broken items

The group will be charged the replacement fee for each item; replacement fee determined by Black Box Theatre Manager

 

Or, group may be allowed to replace items themselves with approval from Black Box Theatre Manager

Student Engagement

Visit

515 Alfred Lerner Hall
2920 Broadway
New York, NY 10027

Call: 212-854-3612

Fax: 212-854-6972

Office Hours
Monday–Friday
9:00 a.m.–5:00 p.m.