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Loyola University Chicago

Digital Media Services

Information Technology Services

Accessing the Program

Change - Late Arrival for Pick-Up
The grace period for picking up equipment that is reserved was increased from forty-five (45) minutes to sixty (60) minutes.

Addition - Multiple Equipment Items
This policy was added to provide the greatest availability to all students, faculty and staff that utilize the Equipment Loan Program.

Move - Short-Term Loan Equipment
To accommodate the addition of Short-Term Loan Equipment reservations was moved to

Change - 2.3.3. Training and Certification Requirements
The length of training certifications was defined as one academic year. Certifications must be renewed beginning on August 1 of each calendar year.

Change - 2.4.1. Circulation Time Limits
Short-Term Loan laptops are no longer restricted to remain in the Information Commons or Corboy Law Center; however, they are still due back within 3 hours to their original circulating location.

Change - Review of the Contract
The information in this policy was updated to reflect our new contract layout that encourages a discussion between the DMS staff member and the client.

Addition - 2.4.3. Loan Exceptions and Limits
For clarification, this policy was added to refer to 2.1.1. for Accessing the Program.

Change - Equipment Usage
An example scenario for equipment usage limits was updated. Headphones and laptop locks are now in our Long-Term Loan offerings.

Addition - 2.5.1. - Notification for Unreturned Equipment
Equipment that is returned after a replacement purchase has been initiated by Digital Media Services will not result in a refund of the associated charges. Returning equipment that is greater than five (5) days overdue, will result in a follow-up notification to the academic department, unit, Campus Safety, Chicago Police Department and/or the Office of Student Conduct and Conflict Resolution regarding the change in equipment status.

Clarification - 2.6.1. Damage to Equipment
All previous damage or operational issues must have been previously documented on the contract. Damage or operational problems with equipment must be documented and submitted with a photograph of the damage at check-in.

Clarification - Equipment Returned by Another Individual
If equipment is returned by another individual and not the original borrower, the return date/time which includes overdue charges, will be assumed by the original borrower.

Change - 2.7. After an Equipment Loan
The 9 minute grace period has been increased to 15 minutes to account for increased time to review equipment loan returns. A 15-minute grace period is provided on each equipment loan to facilitate the return of your equipment; however, after the initial 15-minute grace period expires, all fees are determined based on the original due date and time, not on the time only after the grace period.

Digital Media Services reviews the Equipment Loan Policies and Procedures on a semester basis. In order to provide transparency regarding the changes, the change log above details the individual changes to the contract.


To reserve, borrow and/or return equipment, a client must present a valid Loyola University Chicago (LUC) ID card. Supplemental identification may be requested by a member of the Digital Media Services team to verify their account.

Additionally, clients must either be:

LUC Alumni, Friends of the Library, Reciprocal Borrowers and Information Commons Community Access Members do not have access to the ELP.


The following conditions may limit a client’s access to the Equipment Loan Program and other checkout locations at Loyola University Chicago: LOSS OR DAMAGE OF EQUIPMENT

Loss or damage of equipment while on loan and/or returning equipment late may result in being blocked from reserving or checking out equipment from DMS.

Additional conditions for this policy are related to a client’s status at the University:


  1. If equipment is returned late, the student will receive a warning, in addition to any associated fine.  
  2. On a second late return within a three month rolling window, the student will receive a final warning, in addition to any associated fine.
  3. On the third late return of equipment within a three month rolling window, the student will be blocked from the ELP for a period of one month.

Faculty & Staff

  1. If equipment is returned late, the faculty/staff member will receive a warning, in addition to any associated fine.
  2. On the second late return of equipment within a three month rolling window, the faculty/staff member will be blocked from the ELP for a period of one month. OUTSTANDING FINES FROM INFORMATION TECHNOLOGY SERVICES

Any client with fines due to Digital Media Services (DMS), Instructional Technology and Research Support (ITRS) or Information Technology Services (ITS) will not be permitted to participate in any of the Equipment Loan Programs, including making future reservations, sponsored by Information Technology Services. Clients will be permitted to participate once their fines are paid in full and/or any existing blocks or holds have expired.

Any client in the process of an appeal request will be unable to checkout equipment until the appeal process has completed. All appears are generally reviewed within three (3) business days. OUTSTANDING FINES WITH THE UNIVERSITY

Similar to course registration blocks, the Office of the Bursar may also request that access to the Loan Program is restricted for clients with outstanding balances due to the University. HEALTH SCIENCES DIVISION FACULTY AND STAFF

Health Sciences Division employees do have access to the Loan Program; however, they will need to visit the Lake Shore or Water Tower Campus Card Office to pick up a Loyola University Chicago ID card in order to access the Loan Program. REPLACEMENT ID CARD CREATED WITHIN 24 HOURS OF LOAN REQUEST

When a client purchases a replacement ID card from the Campus Card Office, it can take up twenty four (24) hours before their card information is updated in our system. If the card does not function to access the Loan Program, please ask an Advisor to search by a client’s name and provide the ID card to the Advisor for verification. TECHNOLOGY FEE NOT PAID IN THE CURRENT SEMESTER 

The Equipment Loan Program is only available to a student currently enrolled and attending classes during the current academic term, quarter or semester; or a faculty or staff member checking out equipment in order to support University business. 

For students that do not pay a Technology Fee during a semester access to the Loan Program and equipment will not be available. As an example, a graduate student in the dissertation writing process not enrolled in courses, aside from writing or supervision, may not necessarily pay a Technology Fee and as a result would not have access to the Loan Program.


The Equipment Loan Program is a service covered by the Student Technology Fee paid upon enrollment in courses at Loyola University Chicago. There are no additional charges or costs associated with using the program. Fines may; however, be assessed when equipment is returned late, is damaged or equipment is not returned due to loss or theft. 


Digital Media Services · digitalmediaservices@luc.edu · 773-508-8029 · Copyright & Disclaimer 2015

Notice of Non-discriminatory Policy