Equipment Checkout Policy

The IT equipment checkout policy is designed to ensure that equipment is as broadly available as possible without limiting loan periods too much, provide priority access for students in classes, and to make sure that equipment remains in good working order.

Equipment Check Out Policies:

  • A valid UW Bothell Husky Card is required to checkout equipment
  • Only currently enrolled students are able to utilize this service; alumni are not able check out equipment unless they are a current UW Bothell employee.
  • Students enrolled at the Seattle campus must be enrolled in a UW Bothell class in order to check out equipment. UW Seattle has their own equipment circulation service offered on the Seattle campus for their currently enrolled students.
  • All equipment must be checked out in-person at the UWB IT Helpdesk (LB2-218)
  • Equipment checked out by the UWB IT Helpdesk will always be in good condition and the equipment is expected to be returned in good condition.
  • Students may not checkout more than one of any equipment type (for example, you can't check out 10 digital cameras at the same time)
  • Most equipment loan periods are 7 days (unless otherwise noted)
  • Equipment is only available for checkout during the regular quarter; we use the quarter breaks (interim) to service and inventory all of our equipment
  • When you check something out, you assume personal financial liability for the item; you cannot loan this equipment to others
  • Student Staff are not eligible to check out equipment that is available to Staff/Faculty only
  • UWB IT cannot temporarily hold any equipment that is still checked out to a patron.
  • As our circulating equipment was purchased with state funds, they are only to be used for university business or academics. For example, you may check out our equipment to complete a school or work project (if you are employed by UW), but not to take on your personal vacation. Please click the following link to view the University of Washington's policies on personal use of state resources
  • In order to maintain a high level of equipment availability to as many students, staff, and faculty as possible, equipment is not available to those participating in Study Abroad programs.

Equipment Renewal Policies:

  • Due to high demand, all video cameras and DSLR cameras are ineligible to be renewed. This is to increase equipment availability to all of our patrons.
  • You may request an equipment renewal but the Helpdesk must assess renewal requests based on current equipment inventory levels.  We may not always be able to renew the equipment to you. If we are not able to renew your equipment, it is still due by the original due date.
  • Items may only be renewed by phone or in person (no email) because our staff must confirm availability for you before renewing
  • Items are only eligible for renewal on or before their due date. We cannot renew equipment once it has become overdue. This is to increase equipment availability to all of our patrons.

Equipment Check In Policies:

  • Equipment kits often have small accessories included; be sure to return everything listed on the tag. UWB IT cannot check in any equipment with missing pieces.
  • Equipment checked out by the UWB IT Helpdesk will always be in good condition and it is expected to be returned in good condition.
  • Lost, damaged, or stolen equipment will be subject to replacement and processing costs
  • You are responsible for returning your own equipment by the due date. Please do not give it to someone else to return on your behalf.
  • UWB IT equipment cannot be returned by mail. Return your equipment in person at the UWB IT Helpdesk.

Overdue Equipment Policies:

  • You are responsible for returning all equipment any time before closing on the due-date issued at the time of check out
  • Late returns may be subject to fines
  • If you have overdue equipment, you are not able to check out any addition pieces of equipment until the overdue items are returned.
  • Once an item becomes overdue, you are not able to renew that piece of equipment. You must return it to the UWB IT Helpdesk.

Equipment Replacement Policies:

  • You are responsible for the care of the equipment checked out to you.
  • If equipment checked out to you is lost, stolen, or damaged, you are responsible for replacing said equipment.
  • UWB IT will assist you with researching replacement equipment for said lost, stolen, or damaged equipment. The equipment must be purchased by you, the patron, and returned to the UWB IT Helpdesk along with all corresponding accessories and parts. UWB IT does not operate with currency or funds in any capacity, so we are unable to take direct payments in lieu of item replacements.
  • For information on replacement costs, please see this page.

UWB IT Circulating Equipment Contract:

  • For every check out transaction, you are required to sign a contract with UWB IT. Below, as well as those listed above, are the terms you are agreeing to when you check out any equipment from UWB IT:

"I assume all financial responsibility for equipment checked out to me in the event of loss, theft, or damage by negligence. I will not loan the equipment to another person. I will return all equipment in good condition and I will report any and all damage upon return of equipment. I will return all equipment at the date and time stated at the front of this sheet. I am responsible for all fines assessed by UWB for overdue equipment, up to the total replacement value of the equipment.  If I do not pay fines assessed for damages/lost/late equipment by the stated due date, I understand that charges may be assigned to an outside agency for collections, at which time I will become responsible for collection charges in addition to the amount owed for the equipment."

  • In addition to signing this contract with UWB IT, you will also be required to initial for each piece of equipment you are checking out to acknowledge that you received each piece of the equipment kit.

Terms of Appropriate Use as stated on the Circulating Equipment Contract:

Listed below are the terms of appropriate use all patrons agree to uphold when they sign the Equipment Checkout Bluecard Contract.

  • I agree that I received the equipment in good condition and will return all equipment in good condition. I will report any and all damage upon return of equipment.  I am aware of the estimated equipment replacement cost(s) and assume all financial responsibility for equipment checked out to me in the event of loss, theft, or damage by negligence. I understand that equipment replacement costs can be viewed at: http://www.uwb.edu/it/services/articles/equipment-checkout
  • I understand that this equipment is a state resource which means it can only be used for academic, UW Bothell professional, or UW Bothell sponsored activities. I agree to not loan out the equipment to another person; if another person uses my equipment I accept financial responsibility for any loss, theft, or damage by negligence done to the equipment.
  • I will return all equipment before closing on the date stated on the front of this card. I understand that most equipment is eligible to be renewed on or before the initial due date. Once the due date has passed, equipment will no longer be eligible to be renewed and must be returned immediately.
  • I am responsible for all fines assessed by UWB for overdue equipment, up to the total replacement value of the equipment. If I do not pay fines assessed for damaged/lost/late equipment by the stated due date, I understand that my account will be placed on hold by the Office of the Registrar and/or charges may be assigned to an outside agency for collections, at which time I will become responsible for collection charges in addition to the amount owed for the equipment.

  • I understand that equipment will not be checked in without all included extraneous pieces. I am unable to return the equipment until all missing items are replaced. UWB IT will not hold equipment that is checked out for any reason. I understand that all of the data will be wiped from the equipment upon return and I agree to make sure all o f my data is saved to my own device; UWB IT is not liable for any lost information.