Instrument & Music Checkout

Equipment/Instrument Policy & Procedure

BYU owned instruments and equipment are available to students of the University for use in BYU performing groups, or for private lessons taken through the University, during regular school sessions only. A person using a BYU instrument or BYU-owned equipment is expected to abide by the following regulations. Any infraction could result in the loss of privilege to use the instrument or equipment.

1. A BYU instrument/equipment is issued in good working order. Any malfunction should be reported immediately to the Instrument Office. The person will be responsible for the proper care and cleaning of the instrument/equipment until it is officially checked in. The instrument must be thoroughly cleaned before checking it back in. Cleaning facilities are available in the Instrument Office.
2. Normal maintenance and repairs will be done by the Instrument Office at no charge to the student. Repairs needed due to improper use or neglect, however, will be charged to the student.
3. BYU instruments/equipment are intended for use in BYU classes only. Exceptional uses must be approved in advance through the Instrument Office. A nominal fee will be assessed.
4. Instruments and accessories should never be left unattended. If an Instrument Office employee finds an instrument and/or accessory left unattended, it will be taken to the Instrument Office. A$5.00 fine will be assessed to retrieve the abandoned instrument and/or accessory.
5. All instruments/equipment are to be checked back in to the Instrument Office on or before the last day of regular classes of the term or semester. Any extension due to juries or workshop finals must be arranged on or before that day. The student who checked out the instrument/equipment must personally return it to the Instrument Office by the due date. A late fee will be charged for each instrument or piece of equipment checked in late: $2.00 the first day, and $1.00 for each additional day. Any instrument/equipment not checked in by the last day of finals will result in a financial hold on the student's records in addition to the late fee.
6. When checking in an instrument, be sure to check in any accessories separately, such as mutes, lyres, extra mouthpieces, etc. A replacement fee will charged for any missing accessories.
7. If the box on the case is checked, the instrument is a "Community Instrument," and is used by more than one person during the day. The instrument must be kept in the assigned locker and can only be taken from the HFAC by making arrangements with the Instrument Office. It is the student's responsibility to work out practice times with other students using the instrument by filling out the Instrument Usage Card, located in the locker. New Usage Cards can be obtained in the Instrument Office.
8. Students should not switch instruments/equipment with other students, since the student that originally checked out the instrument/equipment is responsible for any damage to, or loss of these items (even if stolen) until he/she officially checks it into the Instrument Office. The student is released from further responsibility once it is checked into the Instrument Office.
9. BYU-owned instrument/equipment may not be checked out between terms or semesters.
10. DUE DATE: Last day of classes!

Instrument & Music Locker Checkout

1. The Instrument Office (E-395 HFAC) will issue instruments and lockers for Marching Band members the first day of Band Camp.
2. You will need your University Student ID card to check out a locker or instrument. Please present your ID card when requesting services.
3. There is not a fee for instrument check out if you are enrolled in a School of Music class, i.e. marching band that uses the instrument. You must be registered for an ensemble or lessons to check out an instrument.
4. Please read the "BYU Instrument/Equipment Policy" before checking out an instrument.
5. Instrument lockers for Marching Band members will be issued only to Music Majors and those living off campus. Lockers are $3.00 per semester.
6. Marching French Horns and Baritones will share lockers.
7. Instrument lockers are located in the E-wing of the 2nd floor HFAC.
8. The Instrument Office also sells a limited number of instrumental supplies; reeds, valve oil, slide grease, etc.
9. Payment may be made by Signature Cards or cash (cash or checks). We do not accept credit/debit cards.

General Policy

1. The individual who checks out the music is financially responsible for each part, regardless if shared by an ensemble.
2. Chamber music must be checked out and returned as a complete set. No individual parts will be accepted.
3. All music is due on or before the last day of class. No grace period will be given. Each day late (excluding weekends and holidays) accumulates a $1 late fee. After 10 days late, you will be assessed a $10 Administration Fee and FINANCIAL DELINQUENCY.
4. Unpaid Replacement fees or Late fees will accrue additional late fines.
5. Use PENCIL ONLY to mark your music. All marks must be erased before turning in your music. Marks not erased will be considered as damage.
6. A $2 minimum fee will be assessed for music that is damaged, lost, stolen, or destroyed. Damaged is defined as, but not limited to: excessive marks, pen marks, rips, folds, or soiled music. Please keep music in a folder.
7. BYU Performance Library music is intended for use in BYU School of Music classes only (in gigs, recording session, etc.). The Performance Library must approve any exception. Violators will be fined.
8. If the class is dropped, the folder becomes due immediately.
9. Music left unattended of turned in to the library is considered lost and will be assessed a $2 retrieval fee.
10. BYU Performance Library music may not be photocopied

Marching Band Policies

1. The individual who fills out the check-out card is legally and financially responsible for the folder and all of the music.
2. Please fill out the check-out card completely and legibly. Use visible ink or pencil. You must include your parent's address.
3. Music must be returned, in order, to the library by the student who signed out for it. Late fees apply as stated above.
4. Replacement flip folder backs, pages, rings, and flute lyre parts are available in the Performance Library. If reported during the semester, there is no fee for replacement.
5. If items are lost, stolen, damaged, or destroyed, the following replacement fees will be assessed:
   • Music - $1 per page
   • Flip folder - $5
   • Flute, Trombone, Trumpet flip folder - $8
   • Flip folder pages folded or creased - $1 per page
   • Entire folder - $20
   • Music left in your case - $5
   • Music turned in out of order - $5
6. Music may be left in the drop box in B-311 HFAC. Music must be returned in order and undamaged (no holes punched, no water damage, no tire marks, etc.).
7. DUE DATE: Immediately after last performance!