Reservations & Renewals
Equipment can be scheduled and reserved in advance online in addition to requested in-person from our loan locations. This section describes these two scenarios and associated policies.
6.1 Reservations Required
All clients are required to make advanced reservations for equipment. This enables clients the ability to review upcoming equipment availability and set return times based on your own availability and ability to return. Advanced reservations enable our team to adequately review and prepare checkout allocations ahead of scheduled pickup times. This process significantly reduces wait times, removes the need for physical printed contracts, and empowers clients to gain familiarity with the reservation system for ease in the future.
It is not possible to make a "Walk-In Request" (requesting equipment at the loan room without any prior reservations). Clients may visit a nearby Reservation Kiosk or use a mobile device to login to the Equipment Reservation system at equipmentloan.luc.edu in order to create advanced reservations.
6.2 Self-Service Reservations
Online advance reservations are required, as equipment is often reserved by others days or weeks in advance, and this affords sufficient time for the Digital Media Services team to collect and prepare equipment for your pickup time, reducing wait times.
Reservations cannot be transferred to another individual. Clients cannot reserve equipment in their own name for another individual to pick-up the equipment. The client reserving and checking out equipment (and signing the Equipment Loan Contract) will be held fully responsible and solely liable for the equipment. Reservations requests via telephone will not be accepted as we cannot confirm identity and it is the client's responsibility to review available equipment in order to best accommodate based on their own personal schedules return times that work for both the individual and with what equipment availability offers.
6.2.1 Reservation Pickup Grace Period
Clients have a 60-minute grace period to pick up equipment that is reserved. Clients that exceed 60-minutes from the reservation pick-up start time will have their reservation automatically cancelled by the reservation system.
Clients who are aware they are running late and may not be able to arrive within 60-minutes are encouraged to visit the reservation system during to modify and update their reservation start time later to better prevent the risk of the system automatically canceling the reservation
6.2.2 Unavailable Equipment due to Late Returns
Clients using the loan program rely on the equipment being available for on-time pickup. When a client makes a reservation using our online reservation system, identify specific dates and times for both pickup and return. This does not account for clients who do not return equipment on time, with damages or missing components. Fines are in place to best ensure timely returns, though if equipment is not available as reserved, we will strive to provide alternate options or solutions if the equipment is not presently available. We are not able to estimate late return times, as it is dependent entirely on the individual with the past-due equipment.
6.2.3 Cancelation of Reservations
Clients may cancel their reservation at any time on their own by visiting the online reservation system. Although reservations will automatically cancel after the pickup grace period expires, it is recommended that clients cancel reservations to better enable others who may need that equipment have the opportunity to reserve and use it
In the event equipment is returned with damages or issues, Digital Media Services staff may remove the equipment from circulation temporarily, which may impact upcoming reservations by either removing the affected resource or canceling the reservation, encouraging clients to either return to the reservation system to assess if other items meet their needs to add to their reservation, or consider reviewing another campus loan location if that particular equipment is available at another campus.
6.3 Reservation Limits
Reservation limits exist to avoid individual monopolization of resources. Equipment can be reserved up to 90-days in advance or until the last day of the current academic semester, whichever is sooner. As equipment is refreshed and updated routinely, this prevents the risk of a reservation made significantly far in advance that may otherwise be for equipment that has since been replaced with newer models. Reservations can be set as early as 30 minutes from the present time.
Some equipment may have additional reservation limit restrictions. Visit the Browse Our Equipment for specific details for each equipment category and type.
6.3.1 Self-Service Renewals
Clients can renew active checkouts by returning to the Reservation System, locating and editing active loans with a renewed date. Renewals are intended to help adjust the return time in the event of an unexpected delay or issue the client identified as preventing from returning by the scheduled return time, if not sooner.
| Renewal Details | Renewal Limits |
|---|---|
| Maximum renewal duration | Up to 3 Days (or 72 Hours) |
| Maximum number of renewals per allocation | 1 Renewal |
| Maximum renewal grace period (time after an allocation is past due and still eligible for self-service renewal) |
2 hours |
The renewal grace period may afford clients the ability to visit the Reservation System to renew an active loan that is up to 2 hours past the scheduled return date and time, removing any accruing fines, provided the equipment is not otherwise reserved by other clients. Renewals are not possible if any equipment in the allocation has upcoming reservations that overlap requested renewal periods. Clients may only renew an active loan once, based on the maximum number of renewals per allocation.
A subsequent Reservation will not extend or renew equipment actively on loan. Creating a subsequent reservation after your active loan will not extend your loan. We require all equipment to be physically returned to the original campus of checkout, in full, to review condition and return. Then we can checkout the equipment for a new allocation. Clients must return the equipment by the scheduled or renewed due date and time.
6.3.2 Location Closure
Equipment checkouts will not occur within the final thirty (30) minutes of a loan location’s hours of operation. Clients are advised to take this into consideration when planning reservations or walk-in requests. The reservation system also has the same considerations for this buffer period before closing.
In the event short-term loan equipment is not returned prior to a circulation desk or location’s closure, but the building may remain open, it is advised that clients retain the equipment and return the following morning as returns done on-behalf-of-clients run greater risk of misplaced items, accessories or late returns, all of which is still the responsibility of the borrowing client.
6.3.3 University Holidays
Reservations and checkouts that overlap University Holidays, when the Equipment Loan Program locations are closed for full calendar days, can allow users to checkout equipment without that 'day' counting toward the circulation limit. This will be evident when creating reservations or making checkout requests where such closures occur during the time of use before the scheduled return time. Return dates and times will always be set to dates and times when the Equipment Loan Program locations are open and operational.
Visit our Hours of Operation page for regular hours and break/holiday reduced hours and closures.
6.4 End of Semester Requests
Due to limitations of our circulation system, we cannot set schedules for loan outside of the current academic term. In the event a semester or session is ending, the equipment must be returned by the designated end of semester. Students are not permitted to borrow equipment outside of terms when they are not active in coursework. Winter and Summer Intersession break periods afford us the time to focus on equipment inventory and updates as well.
For faculty and employees looking to reserve equipment overlapping the end of a semester/term, reservation requests may be submitted via email to DigitalMediaServices@luc.edu . Please list the the equipment needed, campus location, and pickup/return times. Student requests that extend past their active term of coursework are not eligible for such requests; employee requests for loan overlapping these periods are reviewed on a case-by-case basis.
Equipment can be scheduled and reserved in advance online in addition to requested in-person from our loan locations. This section describes these two scenarios and associated policies.
6.1 Reservations Required
All clients are required to make advanced reservations for equipment. This enables clients the ability to review upcoming equipment availability and set return times based on your own availability and ability to return. Advanced reservations enable our team to adequately review and prepare checkout allocations ahead of scheduled pickup times. This process significantly reduces wait times, removes the need for physical printed contracts, and empowers clients to gain familiarity with the reservation system for ease in the future.
It is not possible to make a "Walk-In Request" (requesting equipment at the loan room without any prior reservations). Clients may visit a nearby Reservation Kiosk or use a mobile device to login to the Equipment Reservation system at equipmentloan.luc.edu in order to create advanced reservations.
6.2 Self-Service Reservations
Online advance reservations are required, as equipment is often reserved by others days or weeks in advance, and this affords sufficient time for the Digital Media Services team to collect and prepare equipment for your pickup time, reducing wait times.
Reservations cannot be transferred to another individual. Clients cannot reserve equipment in their own name for another individual to pick-up the equipment. The client reserving and checking out equipment (and signing the Equipment Loan Contract) will be held fully responsible and solely liable for the equipment. Reservations requests via telephone will not be accepted as we cannot confirm identity and it is the client's responsibility to review available equipment in order to best accommodate based on their own personal schedules return times that work for both the individual and with what equipment availability offers.
6.2.1 Reservation Pickup Grace Period
Clients have a 60-minute grace period to pick up equipment that is reserved. Clients that exceed 60-minutes from the reservation pick-up start time will have their reservation automatically cancelled by the reservation system.
Clients who are aware they are running late and may not be able to arrive within 60-minutes are encouraged to visit the reservation system during to modify and update their reservation start time later to better prevent the risk of the system automatically canceling the reservation
6.2.2 Unavailable Equipment due to Late Returns
Clients using the loan program rely on the equipment being available for on-time pickup. When a client makes a reservation using our online reservation system, identify specific dates and times for both pickup and return. This does not account for clients who do not return equipment on time, with damages or missing components. Fines are in place to best ensure timely returns, though if equipment is not available as reserved, we will strive to provide alternate options or solutions if the equipment is not presently available. We are not able to estimate late return times, as it is dependent entirely on the individual with the past-due equipment.
6.2.3 Cancelation of Reservations
Clients may cancel their reservation at any time on their own by visiting the online reservation system. Although reservations will automatically cancel after the pickup grace period expires, it is recommended that clients cancel reservations to better enable others who may need that equipment have the opportunity to reserve and use it
In the event equipment is returned with damages or issues, Digital Media Services staff may remove the equipment from circulation temporarily, which may impact upcoming reservations by either removing the affected resource or canceling the reservation, encouraging clients to either return to the reservation system to assess if other items meet their needs to add to their reservation, or consider reviewing another campus loan location if that particular equipment is available at another campus.
6.3 Reservation Limits
Reservation limits exist to avoid individual monopolization of resources. Equipment can be reserved up to 90-days in advance or until the last day of the current academic semester, whichever is sooner. As equipment is refreshed and updated routinely, this prevents the risk of a reservation made significantly far in advance that may otherwise be for equipment that has since been replaced with newer models. Reservations can be set as early as 30 minutes from the present time.
Some equipment may have additional reservation limit restrictions. Visit the Browse Our Equipment for specific details for each equipment category and type.
6.3.1 Self-Service Renewals
Clients can renew active checkouts by returning to the Reservation System, locating and editing active loans with a renewed date. Renewals are intended to help adjust the return time in the event of an unexpected delay or issue the client identified as preventing from returning by the scheduled return time, if not sooner.
| Renewal Details | Renewal Limits |
|---|---|
| Maximum renewal duration | Up to 3 Days (or 72 Hours) |
| Maximum number of renewals per allocation | 1 Renewal |
| Maximum renewal grace period (time after an allocation is past due and still eligible for self-service renewal) |
2 hours |
The renewal grace period may afford clients the ability to visit the Reservation System to renew an active loan that is up to 2 hours past the scheduled return date and time, removing any accruing fines, provided the equipment is not otherwise reserved by other clients. Renewals are not possible if any equipment in the allocation has upcoming reservations that overlap requested renewal periods. Clients may only renew an active loan once, based on the maximum number of renewals per allocation.
A subsequent Reservation will not extend or renew equipment actively on loan. Creating a subsequent reservation after your active loan will not extend your loan. We require all equipment to be physically returned to the original campus of checkout, in full, to review condition and return. Then we can checkout the equipment for a new allocation. Clients must return the equipment by the scheduled or renewed due date and time.
6.3.2 Location Closure
Equipment checkouts will not occur within the final thirty (30) minutes of a loan location’s hours of operation. Clients are advised to take this into consideration when planning reservations or walk-in requests. The reservation system also has the same considerations for this buffer period before closing.
In the event short-term loan equipment is not returned prior to a circulation desk or location’s closure, but the building may remain open, it is advised that clients retain the equipment and return the following morning as returns done on-behalf-of-clients run greater risk of misplaced items, accessories or late returns, all of which is still the responsibility of the borrowing client.
6.3.3 University Holidays
Reservations and checkouts that overlap University Holidays, when the Equipment Loan Program locations are closed for full calendar days, can allow users to checkout equipment without that 'day' counting toward the circulation limit. This will be evident when creating reservations or making checkout requests where such closures occur during the time of use before the scheduled return time. Return dates and times will always be set to dates and times when the Equipment Loan Program locations are open and operational.
Visit our Hours of Operation page for regular hours and break/holiday reduced hours and closures.
6.4 End of Semester Requests
Due to limitations of our circulation system, we cannot set schedules for loan outside of the current academic term. In the event a semester or session is ending, the equipment must be returned by the designated end of semester. Students are not permitted to borrow equipment outside of terms when they are not active in coursework. Winter and Summer Intersession break periods afford us the time to focus on equipment inventory and updates as well.
For faculty and employees looking to reserve equipment overlapping the end of a semester/term, reservation requests may be submitted via email to DigitalMediaServices@luc.edu . Please list the the equipment needed, campus location, and pickup/return times. Student requests that extend past their active term of coursework are not eligible for such requests; employee requests for loan overlapping these periods are reviewed on a case-by-case basis.