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.


Online advance reservations are highly recommended, as equipment is often reserved days or weeks in advance. When a client makes a reservation using our online system, they will establish a specific pickup and return date/time. Reservations are not accepted over the telephone or via e-mail.

Reservations cannot be transferred to another individual. Clients cannot reserve equipment in their own name for pick-up by other clients, as the client reserving/checking-out the equipment (and signing the contract) will be held responsible and solely liable for the equipment.


A reservation does not automatically renew equipment already on loan. To renew equipment, a client must make a reservation for the equipment, visit a service location and sign a new Equipment Loan Contract.


The following are exceptions that may lead to a reservation cancellation or the inability to pick-up equipment: UNAVAILABLE EQUIPMENT

Clients using the Equipment Loan Program rely on equipment being available for on-time pick-up. When a client makes make a reservation using our online system, they will establish a specific pickup and return date/time. This does not account for clients who do not return equipment on time or unexpected damage. If available, a client may be provided alternative equipment if the items they have reserved are not available. LATE ARRIVAL FOR PICK-UP 

Clients have a sixty (60) minute grace period to pick-up equipment that is reserved. If a client reserves equipment and is more than sixty (60) minutes late for pick-up, their reservation will automatically be cancelled by our reservation system.

Tip: If a client is running late for an equipment pick-up, they are encouraged to visit the reservation system within the sixty (60) minute grace period and update their pick-up time. This will prevent a client’s reservation from being cancelled. UNAVAILABLE TO PICK-UP A RESERVATION

If a client is unable to make their reservation pickup time, a client is advised to cancel their reservation using our reservation system. This will allow other clients may check out the equipment. EQUIPMENT USAGE LIMITS

Some categories of equipment may have limitations on the total number of items and/or total hours of semester usage that are available for use per client. Currently, the following categories of equipment have limits in place to ensure availability for students:

Equipment CategoryMaximum Usage Hours per Semester
Laptops (Mac and PC - Long Term)* 756 Hours

*Short-Term Loan (under three hours) laptops do not have a usage limit, as they are available on a first-come-first-served basis. MULTIPLE EQUIPMENT ITEMS

In order to provide the greatest availability to all students, faculty and staff that utilize the Equipment Loan Program, there is a limit of one equipment item type per client. Digital Media Services will review special requests for additional equipment items on a case-by-case basis.

For example, one Sony HDR-AX2000 camcorder can be checked out along with a Sony HXR-NX30U camcorder; however, two Sony HDR-AX2000's may not be checked out by an individual client. SHORT-TERM LOAN EQUIPMENT

Reservations for short-term loan equipment are not available. Short-term loan equipment is available on a first-come-first-served basis and does not apply to total hours of use limitations.


Some equipment may require training or approval prior to receiving a confirmed reservation. Items that require training are indicated in the “Browse Equipment” section of our site. Please review all notices during the reservation process to ensure a smooth and expeditious checkout experience. Training certification is valid indefinitely, or until substantive changes in training content merit recertification. For more information, visit the Equipment Authorizations page.