Loyola University Chicago

Information Technology Services

Equipment Reservations

Introduction

Reviewing equipment availability, scheduling your own pickup and return times or editing an upcoming reservation is easy using our self-service Equipment Reservation System. Follow the guides below to review how to navigate our updated Reservation System, also known as the Patron Portal.

2018_03-05 WCO Reservation System board 512x288

Using the Reservation System

To access the Reservation System, enter your Loyola Network ID and password, then press the Login button.

pp01_login 200b

Upon successful login, you will see a list of all the Checkout Centers where you are able to reserve equipment. Choose a Checkout Center by clicking on the name in order to review and reserve equipment from that particular department.

pp02_choose checkout center 200b

Please note: Access to the Digital Media Services Equipment Loan Program is limited to students currently active in coursework for the current term, faculty and staff paid through the Lawson/Infor system. For more information on access restrictions, visit the Accessing The Loan Program policies page.

Note: Patron Portal offers a mobile-friendly design. You can always click the blue menu icon in the top-left corner to also navigate around.

Navigating the Patron Portal

To create a new reservation, start by navigating through the equipment categories in the Types section. Click the image matching the type you need.

Alternatively, you may select a type from the Previously Added Items section to select from types you’ve reserved in the past.

Reservations - Previously Added Items

Once you’ve selected a type, the Patron Portal will display the specific equipment kits we have available for checkout. Click the image of the desired equipment kit.

Add Equipment Kits to Your Cart

Look for the section titled General Information. Click the blue button that says, Reserve one of this Type.

Reservations - Reserve One Of This Type

Once you select this button, you will see a message that shows the number of equipment kits of this type added to your cart.

Please note: You may notice the option to select Kit Components. DO NOT reserve kit components as these items are already part of the kit.

Please note: You may also notice a button labeled Specific Items. DO NOT click this button as the system already selects the optimal kit for your reservation.

When you are ready to complete the reservation, click the cart button at the upper-right side of the screen. This will open the cart window. Select Create Reservation.

Reservations - Cart Icon

Reservations - Create Reservations Icon

Finalize Your Reservation

The Review Your Reservation window should now be visible. Use the dropdown arrows to adjust the Start Time date and time as well as the End Time date and time.

Reservations - Review Your Reservation Window

Please note: All equipment kits may be checked out for up to seven days. Reduced hours due to university holidays and breaks may apply.

Please note: Our services do not make use of the following features: Attachments, Note to Checkout Center, Delivery Location. Please refrain from using these features.

When you have finished editing your reservation, select Submit reservation.

As you work to create a reservation, you may notice a red error icon at the top-left and a message in the Review Your Reservation window stating "Reservation has errors" preventing you from confirming your upcoming reservation. The list below will identify some key reasons why this may occur.

Reservations - Closed At Pickup Time

Click on the carrot icon for more information on the exact errors preventing the reservation from being completed. During a standard reservation process, this can be present for the following reasons:

  • Empty Allocation - as you begin to create a reservation, this will show up since no equipment is in the checkout. As you add resources, this will go away.
  • Pickup Start and End Times - If you attempt to set a reservation in the past, beyond the resource's circulation limit, or when a Checkout Center is closed, errors will occur. Modify the Start and Stop times in order to conform to the equipment's availability and Checkout Center hours and loan limits.
  • Equipment Limits - Although a dropdown exists to easily add multiple resources, this feature does not account for many pieces of equipment that are limited to 1 per patron. The error will indicate "Resource type limit" or "Resource unavailable" for requests that exceed the quantity present at the Checkout Center.

If due to these limitations you would like to add new equipment to your reservation, click the Continue Editing button while navigating the Review Your Reservation window.

Additional indicators preventing completion of a reservation can include:

  • Late Equipment - If you currently have equipment on loan that is late and past the scheduled return time, you cannot reserve or checkout equipment until the late equipment is returned.
  • Active Fines or Holds - If you have any unpaid balances for fines or holds on your account from Digital Media Services, the fines must be paid in full before access to reserve or checkout equipment may resume. Holds from other Departments may be honored by other checkout centers that use the same Patron Portal equipment circulation system - until these fines have been paid or holds have been removed by the original department that created them, access to other department checkout centers may be blocked.
For more information about equipment and associated policies, visit our Loan Program Policies pages.

First, log in to the Patron Portal using the instructions listed above. After logging in, you will see the menu (“hamburger”) icon located on the upper-left side of the screen. Open the menu and select My Account.

Reservations - Navigation Menu

Locate the section of the window titled, My Reservations. Navigate to the reservation you wish to edit. A new window will appear, displaying the Edit Reservation button. Click to proceed.

Reservations - Edit Reservations Button

Edit Reservation

If you select Edit Reservation, a new window will appear. This window presents options to change the Start Time and End Time and adjust the quantity of each resource type in your checkout. If you would like to add equipment of a new resource type to your checkout, select the Continue Editing button. You then have the ability to add new items to your cart like you would normally, finalizing your edits like you would creating a new reservation. To commit all changes to your reservation, click the Update Reservation button.

Reservations - Review Your Reservation Window

Once you have completed using the Reservation System, click your name at the top-right corner then press Log Out.

Note: Digital Media Services has a 60-minute reservation pickup grace period. Reservations that elapse this timeframe will automatically be canceled. For more information, visit the Loan Program Policies > Reservations policies page.

First, log in to the Patron Portal using the instructions listed above. After logging in, you will see the menu (“hamburger”) icon located on the upper-left side of the screen. Open the menu and select My Account.

Reservations - My Account

Locate the section of the window titled, My Reservations. Navigate to the reservation you wish to edit. A new window will appear, displaying the Edit Reservation button. Click to proceed. You will see the option to Cancel Reservation.

No penalty will be incurred if you do not pick up a reservation. The reservation will auto-cancel after the 60-minute pickup grace period - however, it is always greatly appreciated to cancel the reservation if you determine you no longer need or are able to pick up the equipment. This will immediately "free up" the equipment so others who may need the resources can reserve as necessary.

Once you have completed using the Reservation System, click your name at the top-right corner then press Log Out.

Please note: Digital Media Services has a 60-minute reservation pickup grace period. Reservations that elapse this timeframe will automatically be canceled.

For more information, visit the Loan Program Policies > Reservations policies page.

Digital Media Services offers a few equipment types that due to their high cost or complexity, require specific authorization. To learn more about, visit the Equipment Authorization pages.

First, log in to the Patron Portal using the instructions listed above. After logging in, you will see the menu  (“hamburger”) icon located on the upper-left side of the screen. Open the menu and select My Account.

Reservations - Equipment Authorizations

Scroll down to the section titled, My Groups. There, you will be able to review the equipment authorizations you have been granted.

Reservations - My Groups 

Please note: It usually takes 1-2 business days to confirm and add an authorization to a user’s account. Remember, you must receive 100% on the authorization assessment to gain access to respective authorized equipment.

Click to expand sections above to see step-by-step instructions detailing use of the Patron Portal reservation system.

Last Modified:   Wed, May 20, 2020 2:05 PM CDT