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Instrument Check Out

Anyone needing to check out a musical instrument from the university must read and comply with the following terms and conditions. Failure to comply with these terms and conditions could result in legal and/or financial consequences. Instrument check-outs are only available to current UNT students and faculty.

 1. Length of Use - All check out agreements are valid for a maximum of one semester. Instruments must be returned on or before the designated return date. The return date will be communicated verbally when the checkout is performed, via email when the checkout is performed, and then via email beginning seven days before the return date and repeating each day until the instrument is returned. Emails can only be sent to UNT email accounts. If you cease being a student or employee of UNT at any point within your checkout term, the instrument must be returned immediately. Checkouts may be renewed for the following semester beginning one week before the end of the current semester.

**Instruments checked out for ensemble use will be due back upon completion of designated performances. If you are reassigned the same instrument for the following concert cycle, the repair shop staff will update your checkout to reflect the new return date. ** 

2. Failure to Return Instrument - If checked out instruments are not returned on or before the designated return date, the university will take the following actions:

  • A late fee of $10 per day will be assessed for each day past the return date of the instrument until the instrument is returned.
  • Students will be placed on Academic & Financial hold after five days past the due date until the instrument is returned.  The hold will be released upon the return of the instrument.
  • The university will attempt to contact the individual by phone and email each day past the due date for five business days.
  • After five business days past the due date, if the individual has not responded, the university will send a Certified Registered Letter - Return Receipt Requested to the address on file with the College of Music.
  • If there is no response within five business days after receipt of the Certified Letter then the instrument will be considered stolen.  The University of North Texas Police Department will be notified and the appropriate legal action will be taken.

It is the sole responsibility of the individual to whom the instrument is checked out to ensure that the instrument is returned on time.  Exceptions to this policy will only be made by the repair shop staff and must be requested BEFORE the return date.

3. Fees  - A maintenance fee will be assessed for all instruments.  The fee rate is determined based upon the type of instrument being rented (flute, trumpet, tuba, etc.) and the length of the check out.  Exceptions are possible in the event that the student is required to have the instrument for an ensemble.  Exceptions are made at the discretion of the repair shop staff.

4. Repair - Maintenance  fees cover maintenance and minor repair costs of all university owned instrument.  If the instrument you are renting is damaged or stops working during the course of normal use it should be returned to the instrument repair shop to be serviced at no additional cost.  If, however, the repair shop staff determines that the damage was caused by gross negligence on the part of the individual then the individual will be required to pay to have the instrument repaired and future instrument checkout privileges will be revoked.  University owned instruments should not be repaired or modified by anyone other than the university repair technicians without the express consent of the Musical Instrument Repair Coordinator.

5. Liability - Anyone renting a university instrument is responsible for the condition and safety of that instrument during the entire term of the rental agreement.  The instrument should be returned in a similar condition as when it was checked out with all provided accessories.  If the instrument is lost, stolen, or damaged beyond reasonable repair while checked out you will be responsible for reimbursing the university for replacement cost of that instrument.  While it is not required for you to carry insurance coverage on the instrument(s) you have checked out, it is highly recommended, especially for those instruments with a replacement cost of $5000 or more. If you are in a situation where you are required to share an instrument with another individual that person must go to the instrument repair shop and have their name added to the rental agreement.  In the case of instruments checked out to multiple individuals all individuals will be responsible for reimbursing the university if the instrument is lost, stolen, or damaged beyond reasonable repair.

 6. Acceptable Use – The University of North Texas College of Music is responsible for safeguarding and accounting for both “controlled” and “capital” assets. These measures include managing the use of instruments, inventorying instruments, and disposal of instruments per university guidelines. University owned instruments may only be used for official university purposes and performances unless approved by the university President. This use includes non-UNT performances and non-UNT private lesson instruction. Instruments may not be removed from the country without seeking approval in advance. This includes approval through Asset Management via completing the University Property Custody Receipt Form along with other college designated approvals. University owned instruments can only be checked out to current students and faculty. This Acceptable Use Policy is in accordance with UNT Policy 10.048 and Texas Government Code § 2203.004. 

Exceptions: 
1)  Students may use UNT owned instruments outside of UNT ensembles/classes/performances 
      under the following circumstances:

  • Their use must not interfere in any way with UNT ensembles/classes/performances or with other students' needs. It is the student's responsibility to check with ensemble directors and studio heads ahead of time to ensure the instrument will not be required during the desired use period. 
  • Their use fulfills a scholarly or educational purpose. Examples of this include off-campus recitals, competitions, masterclasses, presentations, or auditions. 
  • Their use must not result in financial gain for the student except in the case of competition prizes or scholarships. 
  • The student must surrender the instrument immediately upon notification of other students' need for a UNT ensemble/class/performance. 

2)  Faculty may use UNT owned instruments under the following circumstances: 

  • Their use must not interfere in any way with UNT ensembles/classes/performances or with student need. It is the faculty member's responsibility to check with ensemble directors and other studio heads ahead of time to ensure that the instrument will not be required during the desired use period. 
  • Their use fulfills a recruiting, research, and/or scholarly activity requirement of their contract. 
  • The period for use must not exceed one week during the Fall and Spring semesters or four weeks during the Summer semester. A maintenance fee of $20 for one week or $40 for four weeks must be paid before the instrument can be used. 
  • The faculty member must surrender the instrument immediately upon notification of student need for that instrument. 

3)  Alumni/visiting artists may use UNT owned instruments under the following circumstances: 

  • The alumni/visiting artist must be sponsored by either an ensemble director, studio head, or other full-time faculty member. The sponsor must agree to take full responsibility for the care and safety of the instrument and will be fully liable for any loss incurred while in use by the alumni/visiting artist. 
  • Their use must not interfere in any way with UNT ensembles/classes/performances or with any student's needs. The alumni/visiting artist’s sponsor is responsible for checking with ensemble directors and studio heads ahead of time to ensure that the instrument will not be required during the desired use period. 
  • The period of use must not exceed five days during the Fall and Spring semesters or two weeks during the Summer semester. 
  • The alumni/visiting artist must surrender the instrument immediately upon notification of student need for that instrument. 

Exceptions will be considered on a case-by-case basis and will be given at the sole discretion of the Musical Instrument Repair Coordinator. If it is believed that an exception has been unfairly denied the decision can be appealed to the Associate Dean for Business and Finance for the College of Music. 


7. Depreciated Instruments in Use  - The Assistant Dean for Business and Finance will work in collaboration with the Musical Instrument Repair Coordinator to ensure proper accounting and safeguards are in place for assets that are depreciated but still in use. Any instrument in use will be tracked via Web Checkout, added to the depreciation schedule and replaced according to the policy on depreciation reserve utilization. 

Please make sure that you have read and understand all of the terms and conditions listed herein before you complete the instrument check out form.  If you do not understand any of the terms or conditions it is your responsibility to ask for clarification.  Please understand that by acknowledging and accepting these terms and conditions you are entering into a binding agreement with the University of North Texas and the College of Music.

 

Repair Drop-off

All persons wishing to leave an instrument with the university repair shop must read and comply with the following terms and conditions.

 1.  Pricing -

For University students: 

  • Basic servicing for student owned instruments will be performed at no charge. This only applies to a student's primary instrument. University instruments checked out by a student are also covered at no charge, unless negligence is suspected on the part of the student. 
  • If any parts or components need to be replaced, the student will be charged a fee equal to the value of the parts plus applicable shipping and handling charges. 
  • Modification work, repads, and overhauls are not covered by student fees and are therefore subject to full cost as determined by the repair shop staff. 
  • For student pricing information, please visit the Repair Pricing section of our website and consult the applicable sections for student pricing.

For the general public: 

  • All repair costs are estimated at the time of drop-off, notated on the service tag, and communicated directly to the customer. 
  • If additional charges are necessary, a member of the repair shop staff will contact the customer before carrying out any repairs that would increase the cost. No additional repairs will be performed without approval. 
  • For general public pricing information, please visit the Repair Pricing section of our website and consult the applicable sections for general public pricing. 

2.  Liability - The shop is not liable for any damage or loss due to theft, fire, or natural disaster, unless gross negligence can be proven on the part of the university or its employees. The shop is not responsible for the condition of the instrument once it leaves the premises. The shop is not liable for any damage to finishes (lacquer or plating) that occurs within the normal course of repair work. It is up to the owner to check the instrument and insure that the desired work was performed before they leave the shop. It is also up to the owner to check that no warranties/service agreements will be voided by having our repair shop service an instrument.

3. Warranty - All work performed by the shop carries a warranty. Routine repairs, servicing, and playing conditions carry a 30 day warranty. Repads and mechanical overhauls carry a 6 month warranty. Warranties are void in the case of negligence on the part of the owner, which will be determined by a university repair technician or by a neutral 3rd party instrument repair technician in the case of a dispute.

3. Abandoned Instruments - Any instrument left in the shop for longer than 90 days past the first notification of the work being completed will be considered abandoned and will either be sold to pay for the work or entered into the university’s inventory for rental purposes. The repair shop staff will attempt communication via the phone number left at the time of dropoff. It is the responsibility of the customer to call back and check on the status of their instrument or notify the shop of any circumstances keeping them from picking up their instrument(s).

Please make sure that you have read and understand all of the terms and conditions listed herein before you complete the instrument repair form.  If you do not understand any of the terms or conditions it is your responsibility to ask for clarification.  Please understand that by acknowledging and accepting these terms and conditions you are entering into a binding agreement with the University of North Texas and the College of Music.