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Loyola University Chicago

Digital Media Services

Information Technology Services

During Your Loan

Change - 2.3.2.2. 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 - 2.3.2.5. 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 - 2.3.2.6. Short-Term Loan Equipment
To accommodate the addition of 2.3.2.5. Short-Term Loan Equipment reservations was moved to 2.3.2.6.

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 - 2.4.2.1. 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 - 2.4.3.2. 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. - 2.5.1.2. 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 - 2.6.2.3. 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.

2.5. DURING AN EQUIPMENT LOAN 

Clients will be held responsible and are solely liable for all damages to equipment while it is checked out to them. This includes, but is not limited to: theft, abuse/misuse of equipment (both unintentional and intentional), neglect, or carelessness. Damage, destruction or loss must be immediately reported to a DMS professional staff member by e-mailing digitalmediaservices@luc.edu or by contacting 773-508-8029.

Renewal requests received through email or telephone will not be accepted. All equipment must be returned to the specified Digital Media Lab by the assigned date and time on a client's signed contract. In order to renew equipment, a new reservation must be made and the equipment must be returned to verify the equipment and sign a new contract.

2.5.1. UNRETURNED OR LOST EQUIPMENT

Equipment that is not returned on, or prior to, the due date and time impacts clients that have made a reservation and are depending on the equipment. If equipment on loan is not returned within five (5) days from the initial due date and time, it will be considered stolen. Repeated lost or stolen equipment reports, regardless of circumstance, may result in access restrictions to the Equipment Loan Program.

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.

2.5.1.1. NOTIFICATION RECEIVED BEFORE 5 DAYS OF THE ORIGINAL EQUIPMENT DUE DATE

Students

If written notification to digitalmediaservices@luc.edu is received prior to the fifth (5) day beyond the original due date and time for the lost/stolen equipment, and the equipment will not be returned, the full cost to replace the item with the same or comparable model (at the discretion of the Manager of Digital Media Services) and 15% of the contracted five day maximum fine, or $25.00 - whichever is greater - will be transferred to a client’s account through the Bursars’ Office - which may impact class registration.

Faculty & Staff

If written notification to digitalmediaservices@luc.edu is received prior to the fifth (5) day beyond the original due date and time for the lost/stolen equipment, and the equipment will not be returned, the full cost to replace the item with the same or comparable model (at the discretion of the Manager of Digital Media Services) and 15% of the contracted five day maximum fine, or $25.00 - whichever is greater - will be assessed on a client’s Digital Media Services account.

2.5.1.2. NOTIFICATION NOT RECEIVED BEFORE 5 DAYS OF THE ORIGINAL EQUIPMENT DUE DATE

Students

If written notification to digitalmediaservices@luc.edu is not received prior to the fifth (5) day beyond the original due date and time, and the equipment is not returned, the equipment will be considered stolen. As a result, a three (3) month block will be placed against a client’s account, the full cost to replace the item with the same or comparable model (at the discretion of the Manager of Digital Media Services)  and 35% of the accrued fine, or $25.00 - whichever is greater - will be transferred to a client’s account through the Bursars’ Office - which may impact class registration.

Furthermore, any items considered stolen may result in a report to Campus Safety, the Chicago Police Department and/or the Office of Student Conduct and Conflict Resolution.

Faculty & Staff

If written notification to digitalmediaservices@luc.edu is not received prior to the fifth (5) day beyond the original due date and time, and the equipment is not returned, the equipment will be considered stolen. As a result, a three (3) month block will be placed against a client’s account, the full cost to replace the item with the same or comparable model (at the discretion of the Manager of Digital Media Services)  and 35% of the accrued fine, or $25.00 - whichever is greater - will be will be assessed on a client’s Digital Media Services account. 

Furthermore, any items considered stolen may result in a report to a client's academic department, unit, the Chicago Police Department or Campus Safety.

2.5.2. STOLEN EQUIPMENT

If the equipment checked out to a client was stolen during their loan, the client will need to file a police report and a University Incident Report. If a client fails to return equipment and does not file a police report and a University Incident Report, as well as provide a copy of these reports to Digital Media Services, the equipment will be considered lost and unreturned. As a result, the client will be held to the same policies as identified in the “Lost or Unreturned Equipment” section detailed above. In cases where a police report is filed for theft of University property and documentation is provided, blocks or holds will not be placed against a client's account.

While every step should be taken to safeguard Digital Media Services' borrowed resources, clients should never prioritize equipment value over their own personal safety. Do NOT fight a robber or attacker for DMS property. Equipment can be replaced; an individual cannot.

Clients will be responsible and solely liable for paying Digital Media Services to replace the stolen item with the same or a comparable model for the equipment and accessories that were stolen while on loan. 

Unpaid charges for students will be forwarded to the Bursar’s Office - which may impact registration and/or degree conferral. For faculty and staff, any items considered stolen and are unpaid may result in a report to a client's academic department, unit or Campus Safety for repayment at the discretion of the Manager of Digital Media Services.

Loyola

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

Notice of Non-discriminatory Policy