University of Brighton

How to use the SISO Booking System

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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.