Loyola University Chicago

Digital Media Services

Information Technology Services


Change - 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 - 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 - Short-Term Loan Equipment
To accommodate the addition of Short-Term Loan Equipment reservations was moved to

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 - 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 - 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. - 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 - 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.


Notifications from Digital Media Services are a courtesy to inform clients of equipment activity against their account. Clients may request a copy of the Equipment Loan Contract at the time of loan.

2.2.1. E-MAIL

E-mail notifications are a courtesy service to inform clients of equipment activity against their account. As a reminder:

The University considers electronic mail, using the official “@luc.edu” email address that is provided by the University to every enrolled student, an official form of communication between the University and the student. Students are responsible for all communications sent to their Loyola email accounts from a University official. (Community Standards 43)

If a client forwards their University e-mail, please note that these messages may be delayed, or even blocked, depending on their service provider. If a notification is not received, be sure to check the “junk” folder to see if the notification is interpreted as SPAM. An easy way to avoid this is to mark the following as trusted email sources: 

The following email notifications will be sent to a client’s Loyola University Chicago e-mail account:

  • Reminder to pick-up reserved equipment from a Digital Media Services location;
  • Equipment is due for return to a Digital Media Services location;
  • Reminder when equipment is past due;
  • A charge, including a fine, or payment is made against a client’s account;
  • Equipment is loaned against a client’s account;
  • Equipment is returned against client’s account; and
  • Changes made to a reservation, either by a staff member, or that a client approved.


A client may be contacted by a member of the Digital Media Services team at their primary contact telephone number to discuss overdue equipment that is impacting another client’s reservation. As email is an official form of University communication, these calls are not a requirement. Equipment that is not returned by the specified return time is subject to the overall policies and procedures document.