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Loyola University Chicago

Digital Media Services

Information Technology Services

Checking In Equipment

Equipment Loan Program Resource Guide

Digital Media Service has compiled the following Resource Guide to detail the full policies and procedures of the Equipment Loan Program. This Guide also contains an introduction to the Loan Program and instructions on accessing and utilizing the Reservation System:

2.6. CHECKING IN EQUIPMENT

All items must be returned to the specific DMS location indicated on the original contract during published business hours in “satisfactory condition.” This will ensure that items are checked in and reviewed by both the borrower and the DMS staff member to avoid unknown fines.

Satisfactory condition is defined as machines turned off, cables coiled properly, all equipment packed in original cases, all tape removed from cables and cases, dirt or sand cleaned off. All recording media must be formatted and present at check-in. Failure to adhere to these requirements may result in a fine or restricted access to the Loan Program.

A Loyola University Chicago ID card is required to check-in equipment at a service location. Clients should and are strongly encouraged to remain at the check-in desk until all items are reviewed in order to verify if any fines accrued or damages are present from their loan and that all equipment has been returned.

The Advisor staff will inspect equipment upon its return before checking in equipment loaned against the client's account. If damages are identified, they will be discussed with the client. These damages will be noted by the Advisor and a photo will be associated to the check-out. Within two (2) business days, a member of the Digital Media Services professional staff will contact the client in regards to assessed fines for repair or replacement.

2.6.1. DAMAGE TO EQUIPMENT

During equipment check-in, any damage or operational problems with equipment should be reported immediately to a Digital Media Advisor or Digital Media Specialist. Damage or operational problems with equipment must be documented and submitted with a photograph of the damage at check-in.

While equipment that is damaged will be checked in against a client’s account, any documented damages may result in fines for repairs to be made or a replacement at the discretion of the Manger of Digital Media Services. 

The student responsible for the damage will have their Equipment Loan Program access temporarily suspended until a decision regarding the damage has been made by the Digital Media Specialist, the appeal process or a payment for the damage has been made.

2.6.2. CHECK-IN EXCEPTIONS

The following exceptions should be considered regarding a client’s return of equipment to the Loan Program:

2.6.2.1. LOCATION CLOSED DURING RETURN ATTEMPT

Contracts are issued with our hours of operation factored in to due dates and times. When closed, materials may not be left outside of a DMS service location or with University Libraries, Information Technology Services or other University staff (including Campus Safety). In such cases where the DML is closed, items will not be checked in until the next business day. Overdue fines will accrue against a client’s account if the equipment is late as a result of returning equipment after the specified contract date/time and outside of operating hours.

2.6.2.2. LEAVING BEFORE OR DURING THE CHECK-IN PROCESS

Clients that do not remain at the check-in desk to verify returned equipment, or allow others to return equipment on their behalf, assume responsibility for any/all charges, fines and/or fees to their account for equipment that is late, lost and/or damaged. Appeals will not be granted for any fines/fees for clients that do not remain at the check-in desk during their check-in process.

2.6.2.3. EQUIPMENT RETURNED BY ANOTHER INDIVIDUAL

Loaned equipment must be returned by either the borrower or another Loyola University Chicago student, faculty or staff member. If equipment is returned on a client’s behalf, the condition of all contents are accepted by the original borrower and may not be appealed as the condition of the equipment cannot be guaranteed between when the equipment is not in the possession of Digital Media Services or the primary borrower. 

2.6.2.4. EQUIPMENT LOAN PARTIALLY CHECKED IN

In the event that all items are not returned during a check-in, the loan will remain open and fines will accrue until the missing items are returned. If the equipment is not returned after five (5) days, the client will assume the cost of replacing the equipment, as it was not returned within the contracted limits as detailed in Section 2.5.1.1. and 2.5.1.2..

2.6.3. STORAGE AND MEDIA-SPECIFIC POLICIES

The following policies apply to storage and multimedia devices in the Loan Program at the time of use and return:

2.6.3.1. EXTERNAL STORAGE AND DATA DEVICES

All drives and media will be formatted upon return of equipment from loan. This ensures that a client’s data will not be available to other ELP clients. We are not able to temporarily or permanently store any data from ELP drives after return to DMS, so ensure that a personal copy of all data has been retained prior to return.

Clients are encouraged to verify the format of the hard drive they are borrowing. Previous users may have formatted a drive to their preferred format. Please note that Mac formatted drives may not appear when plugged into PC workstations. This does not indicate a failed drive, rather a drive that must be reformatted. Contact DMS for more information on reformatting external storage.

2.6.3.2. SHORT- AND LONG-TERM LOAN LAPTOPS

Clients checking out laptops may not copy software from DMS laptops.

2.6.3.3. GAMING SYSTEMS (IN-LAB USE ONLY)

For game systems that are used in the Information Commons or Corboy Law Center, clients are expected to respect the noise policies of the respective location. All clients are expected to adhere to all local, state and federal laws in accordance with game ratings.

All systems with permanent storage will be cleared upon return. As a result, all gaming systems are considered Bring Your Own Memory Card "BYOMC." 

Video games and system accessories may be checked out separately from their respective systems. For example, Hasbro's© "Family Game Night" may be checked out without the XBOX 360 system. 

Fines and fees will be assessed separately for games, game systems and accessories. Damaged equipment for gaming systems includes scratched discs, any connected hard drives, remote controls, accessories, cases or other items indicated on a client’s contract.

2.6.4. OVERDUE EQUIPMENT

Items that are returned after their assigned time will result in the client receiving a pro-rated overdue fine equivalent to the number of minutes each equipment item is late. A 9-minute grace period is provided on each equipment loan; however, after the initial 9-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.

Please note that there are no maximum fine amounts for overdue equipment. Listed below are the daily overdue fine amounts for individual equipment categories*:

Equipment Category / Resource Type

Level 1

Level 2

Level 3

Level 4

Adapters and Cables

$2.40

$3.60

$6.00

N/A

Analog and Digital Converters

$24.00

$36.00

$48.00

N/A

Audio Mixers, Recorders and Instruments

$9.60

$19.20

$36.00

$120.00

Books and Instructional CD's

$2.00

N/A

N/A

N/A

Camcorders

$24.00

$72.00

$144.00

$175.00

Calculators

$2.40

$12.00

$19.20

N/A

Chroma Key

$24.00

N/A

N/A

N/A

Digital Cameras

$24.00

$60.00

$96.00

$132.00

Game Systems

$3.60

$12.00

$36.00

N/A

GPS Devices

$12.00

N/A

N/A

N/A

Hard Drives, Media Cards and Readers

$2.40

$7.50

$19.20

$24.00

Headphones

$7.20

N/A

N/A

N/A

Laptop Charging Cables (Short-Term)

$50.00

N/A

N/A

N/A

Laptops (Long-Term)

$125.00

N/A

N/A

N/A

Laptops (Short-Term)

$175.00

N/A

N/A

N/A

Lighting

$4.00

$8.00

$10.00

N/A

Marker Kits (Short-Term)

$24.00

N/A

N/A

N/A

Meters

$7.20

$24.00

N/A

N/A

Microphones

$4.80

$8.40

$24.00

$48.00

Network Mini-Hub

$9.60

N/A

N/A

N/A

Portable DVD Players

$4.80

N/A

N/A

N/A

Portable USB Speakers

$2.40

N/A

N/A

N/A

Presentation Remotes

$6.00

N/A

N/A

N/A

Production Accessories

$4.80

$9.60

N/A

N/A

Projectors

$36.00

$84.00

$130.00

N/A

Projector Screens

$36.00

N/A

N/A

N/A

Rechargeable Batteries

$0.48

N/A

N/A

N/A

Scanners

$8.40

N/A

N/A

N/A

Security Kits

$3.60

N/A

N/A

N/A

Surge Protectors (Short-Term)

$3.60

N/A

N/A

N/A

Tablets and E-Readers

$12.00

$19.20

$30.00

$60.00

Telephones

$2.40

$12.00

N/A

N/A

Tripods

$4.80

$30.00

$54.00

N/A

Webcams

$4.80

N/A

N/A

N/A

Wireless Headsets

$4.80

N/A

N/A

N/A

*The rates included above are effective January 2, 2014. Not all equipment in the Equipment Loan Program can be classified into the structure provided above; however, all daily late fees are indicated on a client's contract at the time of signing. It is the responsibility of the client to review all fine amounts and information provided on their contract. Fines and fees, as well and policies and procedures, are subject to modification each semester and are guided by market equipment prices and other factors.

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Digital Media Services · digitalmediaservices@luc.edu · 773-508-8029 · Copyright & Disclaimer 2011

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