Instructional Equipment Checkout - Getting Started

Instructional Equipment Checkout Help

Instructional Equipment Checkout Guidelines

  • We only provide equipment checkout for academic purposes. This audience includes instructors when teaching or generating content for courses, researchers actively working on a research project, and academic support staff supporting courses.
  • We do not check out equipment to the general student population. For other alternatives please check out the bottom of this page.
  • DeCal Student Instructors will need a Faculty Sponsor to submit the request.
  • Assistive Technology equipment is available for use by instructors and departments free of charge.
  • All equipment reservation requests require a Class Number or justification. If you are providing instructional activities outside of a UC Berkeley course context (e.g. a research project), please include a description of your activities for review.
  • For the safety of users and/or the welfare of equipment, usage restrictions may apply

Note: We do not provide equipment delivery.  If you require delivery assistance or if you do not fall under our qualification practices, please check the off-campus options at the bottom of this page.

Instructional Equipment Checkout uses Cheqroom

  • Please read this short guide thoroughly, as it includes important information about using the Instructional Equipment Checkout service.
  • Cheqroom is a web-based equipment reservation system. It's easy to use, but as with any new system, there's a small learning curve when accessing it for the first time.
  • Cheqroom will email your CalNet email address multiple times during the process. All messaging from Cheqroom will be from the "noreply@cheqroom.com" email address and can be considered legitimate. 

Accessing Cheqroom

Go to login.cheqroom.com to access the service. Type in your email address in the field provided and click the Login with SSO button. This will take you to the normal CalNet authentication process. If you have not accessed Cheqroom previously, this will create an account for you automatically.

Cheqroom Login dialog 

Dashboard

Once logged in, you will arrive at your Dashboard. This is where you can see any outstanding Reservations and Checkouts associated with your account.

User dashboard

  • Cheqroom uses the terms Reservations for item requests and Check-outs for when the items have been checked out.
  • You can view your Reservations and Check-outs by clicking on their respective Dashboard elements or by using the sidebar menu on the left side of the screen.

Items and Kits

To view the equipment on offer, select Items in the menu sidebar. Here you can browse through the inventory, see what is available, and search for specific items.

  • Some items are part of a kit with other equipment and are not available separately. Click on the kit link to view or reserve the whole package. 

Example of kit indicator

  • Some high value or complicated items and kits are only available via arrangement. They are marked as available for Checkout but not for Reservation. Please email rtl_instr_equip_checkout@berkeley.edu to arrange a loan of this equipment.

Availability indicator

  • Some kits labeled Checkout Only are for projector and document camera carts for use in rooms without installed technology. Please email rtl_instr_equip_checkout@berkeley.edu to schedule loans of this equipment.

Making a reservation

Once you have determined the equipment that you need, you can create a reservation using the Actions pull-down menu to the right of the item in the list view or by going into the item detail page and selecting the Reserve button on the right. If you require multiple items, repeat the process to add the items to your cart.

Reservation drop-down menu

Once you have selected all of your desired items and added them to your reservation, go to the reservation by clicking on the Go To Reservation at the top right of your screen or via the Reservations selection in the Sidebar. Fill out the required information about your Role, Department, and Course and add any comments to the Comments field just below. (Please do not use the Timeline commenting feature.) Once you are done, select the Reserve button to create your reservation.

User reservation page

  • If there are questions or clarifications on your reservation request, we will email you directly from our internal ticketing solution, Salesforce. These emails will come from "noreply@salesforce.com" and they will have a subject line that looks like this - "Ticket # 00037792: Questions about RTL IEC Reservation-00023". Please respond directly to that email as it will have important questions to further your equipment request.
  • If you do not receive one of the above clarification emails before your chosen reservation start time, you may assume that your reservation is approved and can be picked up as scheduled.
  • If you need your equipment sooner than the system allows you to reserve it, set the start time of the reservation to the earliest day available, and make sure to add a comment with your desired check-out time. We will make every effort to accommodate these requests but there is no guarantee that it will be possible.

Picking up your Reserved Item

  • The Check-Out desk is located at the Academic Innovation Studio, 117 Dwinelle Hall (D level on the South/creek side).
  • Equipment will be ready for pick up on the date listed in your reservation. Open hours are 9 AM to 4 PM Monday through Friday.
  • Please allow some extra time when you come to pick your equipment up for our team to provide equipment usage training if needed.
  • Our Help Pages also provide additional information on equipment usage and set-up.
  • Any equipment not picked up by the end of the next business day will be canceled without notice.

Returning your Checked-Out Items

  • Cheqroom will send you return reminders as the return date draws near.
  • Equipment should be returned by the agreed return date.
  • Please make sure all parts of the equipment are returned to avoid extra trips.
  • If you want an extension on your loan, please email rtl_instr_equip_checkout@berkeley.edu
  • Small items like adapters can be returned after hours via the dropbox outside Dwinelle 117.

Tips to Make Check-Out and Check-In Easier

  • If you are designating another person to pick up the equipment, please provide their name to us ahead of time.
  • Check out our Equipment Usage Knowledge Base to learn how to best operate and handle the equipment.
  • Please let us know as soon as possible if you are experiencing a problem with the equipment; we may be able to provide an exact or comparable replacement.
  • For returning small equipment via our mail drop, it’s always a good idea to attach a post-in with your name on it.

Non-Instructional Equipment Rental Options

Student groups may use installed AV equipment in general assignment classrooms free of charge. However, we do not provide portable equipment rental to student groups.

Please contact ASUC Event Services,(link is external) Berkeley AV, or Off Campus alternatives (see below) for equipment rental options.

To reserve a technology equipped classroom for an event please contact the Office of the Registrar(link is external).

Off-campus equipment rental alternatives