Loyola University Chicago

Digital Media Services

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.

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Using the Reservation System

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

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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.

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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.

The new Patron Portal follows a mobile-friendly design. Click the pp03 menu green menu icon in the top-left corner, then select New Reservation to begin a new reservation.

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Set Pickup and Return Times

From the New Reservation page, as listed at the top, update the Start and End date and time fields to set the time you will be present to pickup the equipment, and the scheduled return time. Note that Digital Media Services equipment has a maximum 5-day limit unless equipment states otherwise.

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Browse Equipment

Using the Browse Resources menu on the left-hand side of the window, review Equipment Category groups and click the triangle twirl-down in order to reveal exact Equipment Types we have available. A search box is at the top of this list to also help filter the equipment. Click an Equipment Resource name to populate the Select a Resource section with more information.

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After clicking the resource, the Select a Resource details will populate. This includes a section detailing specifics about the equipment resource type, links to our Browse Our Equipment pages to learn more about the equipment, limit restrictions and other notes, as well as a graphic table identifying the number available and some details about current usage, upcoming reservations and more.

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Once you have determined the equipment you wish to reserve, click the pp08 reserve button 100px button.

The Shopping Cart icon at the top-right will update with a quantity countpp08b shopping cart icon . If you wish to remove an item, click the cart icon and then click the X next to the equipment resource. Repeate this process as necessary to browse and add other equipment resources to your cart (or Checkout Allocation).

Confirm Your Reservation

Once you have completed adding all the necessary equipment, at the bottom-right click the pp09 confirm button button to finalize your reservation.

A notification will appear indicating Your reservation has been confirmed. Click Close to return to the Patron Portal front page, which will list your new reservation in the Future Reservations section.

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Once you have completed using the Reservation System, click the Logout button at the top-right of the page.

Note that our policies expressly prohibit reservation pickups on-behalf-of other clients. The individual who booked the reservation must be present and in-person in order to pickup the reservation. For more information, see our Loan Program Policies > Checkout & Contract page.

As you work to create a reservation, you may note at the bottom-right of the screen a red indicator preventing you from confirming your upcoming reservation. The list below will identify some key reasons why this may occur.

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Click on the red indicator 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.

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.

There are many reasons why you may want to modify an upcoming reservation. For those who may be running significantly late or want to bump back the pickup time, adjust return times, modify what equipment you'll be checking out (adding or removing resources), or even voluntarily canceling your reservation, you can always return to the system to modify future reservations.

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After logging in and selecting the appropriate Checkout Center, from the Future Reservations section, click on the upcoming reservation you wish to modify. A View Reservation window will appear detailing associated information such as the Checkout Allocation (CK) number, pickup and return times and the associated equipment. 

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Click the Edit Reservation button to make modifications as necessary. This will allow you to edit the pickup and return times and add or remove resources. Once you have finished making your edits, click the pp09 confirm button button at the bottom-left.

Once you have completed using the Reservation System, click the Logout button at the top-right of the page.

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.

No penalty will be incurred if you do not pickup 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 pickup the equipment. This will immediately "free up" the equipment so others who may need the resources can reserve as necessary.

After logging in and selecting the appropriate Checkout Center, from the Future Reservations section, click on the upcoming reservation you wish to modify.

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A View Reservation window will appear detailing associated information such as the Checkout Allocation (CK) number, pickup and return times and the associated equipment. 

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Click the pp13 cancel reservation button button, to cancel the reservation.

Once you have completed using the Reservation System, click the Logout button at the top-right of the page.

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