Instructional Equipment Checkout - Getting Started

Instructional Equipment Checkout Help

Updates to Instructional Equipment Checkout

Beginning February 9, 2026, the Instructional Equipment Checkout service will transition to a reservation and appointment-basedmodel. Equipment pickup and drop-off will now require selecting a specific appointment time between 10:00 a.m. and 2:00 p.m., rather than arriving within an open window.

We recognize this is a significant change from our previous process. This update is intended to allow our team to provide more intentional, instruction-focused support, including clearer orientation and guidance, so instructors feel confident using the equipment in their teaching.

If you have questions or concerns about this change, please contact us at rtl_instr_equip_checkout@berkeley.edu

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 and non-instructional special events. For other alternatives please check out the Options for Non-Instructional Equipment Checkout at 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
  • This service does not include setting up or real time support of the equipment. We will provide instruction and training, but the responsibility of set up and real time support falls outside of the service scope.

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

  • When reserving equipment, instructors will be asked to select a pickup time. Pickup times are scheduled in 15-minute windows to allow our team to prepare equipment and provide a brief orientation, if needed.
  • Equipment pickup is available by appointment only, Monday–Friday between 10:00 a.m. and 2:00 p.m., at the Academic Innovation Studio (AIS), 117 Dwinelle Hall (D level, south/creek side). Upon arrival, please ring the doorbell to be allowed in by one of our Staff members.
  • Equipment will be ready for pickup on the date and during the scheduled pickup time listed in your reservation and may not be available before or after that window.
  • If you anticipate that you will not be able to arrive during your scheduled pickup window, please email rtl_instr_equip_checkout@berkeley.edu in advance with the updated time or date you expect to arrive (within the 10:00 a.m.–2:00 p.m. service window).
  • If you are unable to make it during the 10:00 a.m.–2:00 p.m. window, please email us atrtl_instr_equip_checkout@berkeley.edu, and we will work with you to arrange an alternative solution when possible.
  • If equipment is not picked up during the scheduled appointment window and no email is received within 48 hours of the scheduled appointment requesting a new pickup time, the reservation may be canceled without further notice.

Returning your Checked-Out Items

  • Cheqroom will send automated reminders as your return date approaches. Equipment should be returned during the user-selected return date and time. Please make sure all parts of the equipment are returned together to avoid extra trips.
  • We understand that for semester-long reservations, it can be difficult to predict your availability months in advance. If, as your return date approaches, you realize you will be unable to make it to your previously scheduled time, please email rtl_instr_equip_checkout@berkeley.edu so we can work with you to adjust your return.
  • If you want an extension on your loan, please email rtl_instr_equip_checkout@berkeley.edu 
  • Small items, such as adapters, can be returned outside of the regular 10:00 a.m. - 2:00 p.m. service window via the dropbox outside Dwinelle 117.

Tips to Make Check-Out and Check-In Easier

  • If someone else will be the one picking up the equipment during the allotted appointment, please email us with their name 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 such as adapters via our mail drop, it’s always a good idea to attach a post-it with your name on it.

FAQs

  • What if I am unable to make an appointment during the 10:00 a.m.–2:00 p.m. service window?We understand that schedules can be complex. If you are unable to attend an appointment during this window, please email us at rtl_instr_equip_checkout@berkeley.edu, and we will work with you to find an alternative time when possible.You may also designate someone else to pick up the equipment on your behalf. If so, please include their name in the comments section of your reservation.

  • What if I miss my scheduled appointment?If you miss your appointment, please email rtl_instr_equip_checkout@berkeley.eduas soon as possible so we can assist you with rescheduling your pickup time.

  • What if I want to extend my reservation?Reservation extensions may be granted based on equipment availability. To request an extension, please contact us at rtl_instr_equip_checkout@berkeley.edu

  • Can I get in-room support for checked-out equipment?
    We do not provide in-room support for instructional equipment. However, staff will provide a brief orientation on how to use the equipment during your scheduled 15-minute pickup appointment.

Options for Non-Instructional Equipment Checkout or Rental

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