SISO How to Guide[1] copy

University of Brighton
How to use the SISO Booking System
Contents
Registration ......................................................................................................................................... 2
Booking Equipment ............................................................................................................................. 3
Risk Assessment .................................................................................................................................. 7
Booking A Room ................................................................................................................................ 10
Collecting your Kit ............................................................................................................................. 12
Returning your Kit ............................................................................................................................. 13
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Registration
To register with SISO, open your browser and put https://ubhmedia.siso.co into the address
bar.
Once on the above page, click “Account Registration”, next fill in the simple form below.
NOTE – Once you have completed the registration form, you must come to the kit room in
room 3.01 in the Havelock Road building to become fully activated.
Be sure to enter your
university email address
correctly, as this will be
how we get in contact
with you.
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Booking Equipment
Once you are activated, you will be able to log onto SISO and start making your bookings.
To make a booking, start by clicking the blue “Make Booking” icon.
From this page you can add all the items you wish to book by selecting “Add to Basket” on the items you wish to book.
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You can use the folders on the left to easily find items you are looking
for.
All cameras need to have batteries and (if required) a memory card booked out separately.
Any corresponding items to a camera will appear in a window after you have added the
camera to your booking basket, as indicated below. You can automatically add these items
to your basket now, by selecting ‘add to basket’
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After you have added everything you require to your basket, selected “Show Basket Items” from the top right of the page. From here you can look and check you have everything you
require. If you have missed something, just click ‘find stock’ from the top bar and continue adding items to your booking.
Once you are satisfied you have everything you have need of in your basket, you need to
add the date and time you wish to collect your equipment, as well as the date and time you
will be returning the kit. NOTE – You are only able to book out equipment for a maximum
of 7 days. Once you have added your collection and return, dates and times you need to
click ‘Add Dates/Times to Item(s)’. This will make sure everything you have booked is
available for the period you require.
Once you have added the dates and times to your basket items; the background colour will
change to green, if the equipment is available for the dates you need. If the colour changes
to red on some or all items, it means that those items are out of stock for the dates you
have selected. In this case, you will need to either change the items of kit you would like or
rearrange the dates and times of collection. To check when a certain asset will be available
you can click the calendar button to the right of the screen.
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Once you are happy with the booking click ‘Book’. This will bring up a new window.
From here you can select a risk assessment, or leave it blank if you have yet to create your
risk assessment (you can assign a risk assessment later). You can let us know if the
equipment will be picked up by another member of your team. You need to fill in the
‘Approval Type’ to Risk Assessment, unless it you are booking an individual piece of kit that is covered by our ‘Waiver’, explained below.
Waivers
Waivers are only to be used when booking out the following items only:
Zoom H4N,
Marantz,
Canon 600D DSLR,
Sony Handycam.
If you wish to book any other pieces of kit along with these items (eg. A tripod or
microphone) you will need an approved Risk Assessment. (see Risk Assessment).
Once you have agreed to the Terms and Conditions, select finish and your initial booking is
complete and you can move onto your risk assessment.
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Risk Assessment
What is Risk Assessment?
A Risk Assessment is simply a careful examination of what, in your work, could cause harm
to people, so that you can weigh up whether you have taken enough precautions or should
do more to prevent harm. Your crew, contributors and people who may be effected by what
you are doing have a right to be protected from harm caused by a failure to take reasonable
control measures. Accidents and ill health can ruin lives and if you have been negligent you
have to go to court. You are legally required to assess the risks in your activity so that you
put in place a plan to control the risks.
You need to have a complete and signed off risk assessment before you collect any
equipment that is not covered by the University of Brighton Waiver.
To do this on SISO, from the homepage, click ‘Risk Assessment’. It is
important to fill in the risk assessment correctly, otherwise it may not
be approved, which means you will not be able to collect your kit.
From the risk assessment page you can either open an existing risk assessment or start a
new one.
1. Describe the Activity
Here you must give your risk
assessment a title and give a
summary of what you are using
the kit for, as well as the date you
are collecting the equipment.
2. People at Risk
For this you must list names of the
group that will be using the
equipment, this includes names of
the cast. There is an option where
you can add their roles on the
production.
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3. Equipment being used
From here you can click select equipment from your Bookings to assign your risk assessment
to your booking. You need to mention any other equipment you plan to use for your project
by adding it to your list by clicking the ‘Add Equipment’ button.
4. Location(s)
In this section, you need to add all the addresses of the locations you plan to shoot at. You
can add as many locations as you plan to shoot in by clicking ‘Add Location.
5. Emergency Procedures
For emergency procedures, you need to acquire the contact numbers for the location’s local police station and hospital, as well as a first aider in your group.
For Hastings Police - (01424) 425000.
Conquest Hospital Hastings – (01424) 755255
6.
List of potential Risks/Activities
For this section you must list the risks involved in the activities/location of your shoot. Each
listed risk will require you to:
-
-
Decide who might be harmed and how
The crew, contributors and the general public.
Evaluate the risks and decide on precautions
Decide how to manage the risks, attempting to eliminate the hazard altogether.
Isolate or control the hazard, or use person protective equipment.
Review your assessment and update if necessary.
After you have briefed your team on the measures that will be taken and the team’s
responsibilities and decide on the level of the risk once the precautions have
See the Kit Room Handbook for more details in listing potential hazards.
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7.
Upload Documents
Here you can upload any relevant documents to your risk assessment. This might include
any recce’s, floor plans or shooting permissions.
8.
Approval & Save
It is important to assign your lecturer to the completed risk assessment. To do so, simply
press the ‘approval lecturer’ button and select your chosen lecturer.
Once you click save, your risk assessment will be sent to your chosen lecturer; you must
then wait for your lecturer to check through your risk assessment and booking to approve
the booking.
NOTE – All bookings that require a risk assessment will need approval from a lecturer;
therefore, it is recommended to book at least 24 hours before you wish to collect.
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Booking A Room
On SiSo, you are able to book rooms, such as
the Radio and TV Studios. Booking a room is a
very straightforward process, but due to classes
there are only certain times where you are able to book a room. To start with, in bookings,
click ‘Find Rooms’.
From this screen, you can pick which room you would like to book and select the ‘Book’ button.
Here you can see the times you are able to book the room for, any white space is a time-slot
that is free. Red means that the room already been booked and is unavailable, and light blue
is for times when the University is closed.
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Once you have selected the times you wish to book the room for you need to fill in the form
that appears. For ‘Approval Type’ you can select “N/A”. You do not need a Risk Assessment
to book a room. Once you select ‘Finish’. Your booking is complete.
Collecting the room keycard
At the time of your booking you will need to collect the room keycard. The keycards for the
rooms are kept in the Library.
Using the University Rooms
No food or drink is to be consumed within the University rooms, with the exception of
bottled water. All rubbish is to be thrown away. If necessary, cables and equipment need to
be tidied away in a neat and organised manner.
Returning the keycard
As with equipment, be sure to return the keycard on time. If you return the keycard late,
you will be fined.
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Collecting your Kit
Pick equipment up on time
We expect you to tell us when you are unable to collect your equipment on time. Time with
equipment is precious so use it well. Every hour you’re late is less time you have to produce your production work. If you don’t need the equipment that you’ve booked someone else probably does. We will cancel any bookings not collected after an hour and you will be fined
if you haven’t made contact.
Check Equipment before you take it away
It is up to you to check equipment before you leave for your shoot. If anything is missing or
not working properly – this is the time to flag it up. If you return it with missing parts or
damaged we have to assume that it has happened in your care and you will be charged for
its repair/replacement. We will make notes of any piece of kit that we are aware has
elements missing from it on your booking form, before you collect it.
Look after equipment
Please respect the equipment as if it were your own. If you returned damaged or
incomplete kit to a hire company, they would hold you responsible. It is your responsibility
to look after the kit you have booked out.
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Returning your Kit
When returning equipment please ensure it is:
Well Packed
Failure to pack kit correctly can often result in damage that you will be asked to pay for. We
expect the kit back in the same state in which it was given to you. So please take note as to
what each piece of kit contains.
Clean
All kit should be returned in a clean state. The kit should be protected in all circumstances,
especially when filming outdoors. If equipment is returned in a poor state you will be asked
to clean it, and you may also be given a fine.
Complete
It is your responsibility to make sure all elements of the kit are returned together. You
should always check your kit on collection to make sure it is complete. If there is a part
missing, you will have 24 hours to locate it and return it to us. If it is not returned within this
timeframe you will be charged for a replacement.
On Time
Please return your kit on time. On SiSo you can arrange the collection and return times to fit
your schedule. If you are running late, or you have problems returning the kit, please let us
know.
Please allow enough time to return your equipment and be patient – especially around peak
times. Wait with your kit and wait for it to be checked. Do not leave equipment to be
checked without being present.
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