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At our Service Desk, we check out various types of equipment to faculty, staff, and students. Things like:

- video cameras to record classes, work on class projects
- projectors for presenting at meetings
- iclickers for group voting
- cables, adapters, etc.

When a student does not return an item, our bursar's office will not allow me to charge the student's account for the cost (for various reasons). I'm wondering what others do in this regard. Are you able to charge students for equipment not returned? Do you get payment/credit card up front? How do you insure that equipment comes back?

To be clear, I don't want to be in the business of charging people. But I've got to have them sign an agreement that has enough teeth to prevent the situation from happening in the first place.


--
Scott Crevier
Director of User Support & Web Services
Information Technology Services
St. Norbert College
De Pere, WI
920-403-4335
http://www.snc.edu/its/

Comments

Message from enettifee@gmail.com

Hi Scott,

At Duke, we use the library circulation system for our equipment, and they have an existing understanding with the bursar to charge for late fees. You might see if you can partner with your library to use their system for equipment.

Best,
Erin Nettifee
Duke University


Hi Scott,

This is our current policy. We do charge late fees and replacement cost if the equipment is lost or damaged. The charges are sent to our accounting office and added to the student's account. Everyone who borrows equipment must sign an acceptance of liability form saying that they will return the equipment in a timely manner in the same condition it was check out in.

Usually the late fee is enough of a threat to ensure that equipment is returned. Rarely are things lost or damaged. 

HTH,

Jedidiah

---
Jedidiah Rex
IT - Manager of Instructional Technology
Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

IT Support itsupport@beloit.edu, x2067








Just to confirm, the same process is done if staff/faculty lose or damage equipment as well? Charges sent to the users department?

 

 

Kent Corser | Director, IT Technical and Client Operations

Main 800.755.5200   |  Fax 785.242.0182
Direct 785.248.2494  |  OU Help 855.268.4357


www.ottawa.edu | kent.corser@ottawa.edu

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of Jedidiah Rex
Sent: Thursday, January 09, 2014 3:18 PM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] charging for equipment not returned

 

Hi Scott,

 

This is our current policy. We do charge late fees and replacement cost if the equipment is lost or damaged. The charges are sent to our accounting office and added to the student's account. Everyone who borrows equipment must sign an acceptance of liability form saying that they will return the equipment in a timely manner in the same condition it was check out in.

 

Usually the late fee is enough of a threat to ensure that equipment is returned. Rarely are things lost or damaged. 

 

HTH,


Jedidiah

 

---

Jedidiah Rex

IT - Manager of Instructional Technology

Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

 

IT Support itsupport@beloit.edu, x2067

 

 

 

 

 

 

 

We do not charge faculty or staff.

Jedidiah

---
Jedidiah Rex
IT - Manager of Instructional Technology
Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

IT Support itsupport@beloit.edu, x2067








Good Afternoon,

First time post from me—signed up at Educause in Anaheim this year.

 

 

We don’t (currently) charge faculty/staff that damage their machines either—have tried…

 

The past two years we have had them sign a receipt of their new laptop stating they received: laptop, bag, power adapter, mouse etc.  It is amazing how many people tell my technicians “ I never got a power adapter”.  I want to find out how they have managed to use a laptop for four years without a power adapter.  We could patent that and be very wealthy.

 

We currently don’t allow students to check out from our loaner systems.  Fac/staff due sign (or electronically sign) agreement to cover missing broken equipment.  We have had only one instance of a broken screen in the ten years that I can remember of our loaner pool.  We have had missing cords etc.

 

We have a large with our PowerPoint Presenters coming up missing in our classrooms, but IT covers the cost of those.

 

We are going to start for a second or third iteration of allowing students to check out laptops for use in our library. We will take their ID card and return it when they return the laptop.  We also do this to sign out group study rooms

 

We are in the process of moving Help to the library.  This is going to fracture our Helpdesk into two parts, however, but is going to bring Helpdesk back to the center of our campus.

 

 

 

Thank you

 

Brad Salisbury
Information Technology Services
Technology Support Manager
The University of Findlay
Findlay, Ohio
419-434-6969

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of Gaynor, Suzanne
Sent: Friday, January 10, 2014 9:39 AM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] charging for equipment not returned

 

I love the policy Jedidiah sent and may implement something similar shortly.  At Hartwick, we do not charge faculty who destroy their assigned laptop through accidental damage. That is considered "cost of doing business" and a replacement or repair is paid for from a faculty equipment line that IT maintains. Luckily it is rare. We have not run into the problem with staff using loaner equipment yet but I suspect I would also have to absorb that. On the other hand, when faculty lose their adapters and other smaller items, I tell the department they are responsible for the replacement cost and have not had any problem with that. Some departments have even opted to purchase one or two extra power adapters or Mac VGA adapters to have on hand.

 

Suzanne


Suzanne Gaynor

Director, Technology Resource Center

Hartwick College

607-431-4670

 

At our Service Desk, we check out various types of equipment to faculty, staff, and students. Things like:

- video cameras to record classes, work on class projects
- projectors for presenting at meetings
- iclickers for group voting
- cables, adapters, etc.

When a student does not return an item, our bursar's office will not allow me to charge the student's account for the cost (for various reasons). I'm wondering what others do in this regard. Are you able to charge students for equipment not returned? Do you get payment/credit card up front? How do you insure that equipment comes back?

To be clear, I don't want to be in the business of charging people. But I've got to have them sign an agreement that has enough teeth to prevent the situation from happening in the first place.


--
Scott Crevier
Director of User Support & Web Services
Information Technology Services
St. Norbert College
De Pere, WI
920-403-4335
http://www.snc.edu/its/

Message from enettifee@gmail.com

Hi Scott,

At Duke, we use the library circulation system for our equipment, and they have an existing understanding with the bursar to charge for late fees. You might see if you can partner with your library to use their system for equipment.

Best,
Erin Nettifee
Duke University


Hi Scott,

This is our current policy. We do charge late fees and replacement cost if the equipment is lost or damaged. The charges are sent to our accounting office and added to the student's account. Everyone who borrows equipment must sign an acceptance of liability form saying that they will return the equipment in a timely manner in the same condition it was check out in.

Usually the late fee is enough of a threat to ensure that equipment is returned. Rarely are things lost or damaged. 

HTH,

Jedidiah

---
Jedidiah Rex
IT - Manager of Instructional Technology
Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

IT Support itsupport@beloit.edu, x2067








Just to confirm, the same process is done if staff/faculty lose or damage equipment as well? Charges sent to the users department?

 

 

Kent Corser | Director, IT Technical and Client Operations

Main 800.755.5200   |  Fax 785.242.0182
Direct 785.248.2494  |  OU Help 855.268.4357


www.ottawa.edu | kent.corser@ottawa.edu

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of Jedidiah Rex
Sent: Thursday, January 09, 2014 3:18 PM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] charging for equipment not returned

 

Hi Scott,

 

This is our current policy. We do charge late fees and replacement cost if the equipment is lost or damaged. The charges are sent to our accounting office and added to the student's account. Everyone who borrows equipment must sign an acceptance of liability form saying that they will return the equipment in a timely manner in the same condition it was check out in.

 

Usually the late fee is enough of a threat to ensure that equipment is returned. Rarely are things lost or damaged. 

 

HTH,


Jedidiah

 

---

Jedidiah Rex

IT - Manager of Instructional Technology

Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

 

IT Support itsupport@beloit.edu, x2067

 

 

 

 

 

 

 

We do not charge faculty or staff.

Jedidiah

---
Jedidiah Rex
IT - Manager of Instructional Technology
Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

IT Support itsupport@beloit.edu, x2067








So what would happen in that case? That’s the crutch of the issue for us, we (as in the IT Department – the Library has a few pieces of equipment students can checkout using their system) don’t allow students to check-out any of our loaner equipment – only faculty/staff. If it’s for a specific educational need for a student in a given class, we would have the instructor (who therefore could verify the need) check out the equipment. In that situation, the liability is on the faculty/staff member to ensure the equipment is returned in good condition and nothing is missing.

 

All that said, we don’t have a way to chargeback a faculty/staff member if something happens. Even if we could charge the department, what happens when they don’t have the budget to pay for the damages/replacement? IT absorbs the costs of the equipment at the end of the day, so our budget is the one that takes the hit.

 

All that said, fortunately, we don’t have an issue with this at all on the larger expense items (laptops, projectors); however, we are constantly having to replace power adapters, cables, dongles, etc. for various pieces – as those are the things that end up not being returned/lost.

 

Thanks!

 

 

Kent Corser | Director, IT Technical and Client Operations

Main 800.755.5200   |  Fax 785.242.0182
Direct 785.248.2494  |  OU Help 855.268.4357


www.ottawa.edu | kent.corser@ottawa.edu

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of Jedidiah Rex
Sent: Thursday, January 09, 2014 3:56 PM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] charging for equipment not returned

 

We do not charge faculty or staff.


Jedidiah

 

---

Jedidiah Rex

IT - Manager of Instructional Technology

Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

 

IT Support itsupport@beloit.edu, x2067

 

 

 

 

 

 

 

To be honest Kent, we are in the same boat as you - being nickel-and-dimed over dongles, adapters and the like. We replace them as needed and don't really have any recourse for charging back. 

Jedidiah

---
Jedidiah Rex
IT - Manager of Instructional Technology
Beloit College | 700 College St. Beloit, WI 53511 | 608-363-2456 

IT Support itsupport@beloit.edu, x2067








I love the policy Jedidiah sent and may implement something similar shortly.  At Hartwick, we do not charge faculty who destroy their assigned laptop through accidental damage. That is considered "cost of doing business" and a replacement or repair is paid for from a faculty equipment line that IT maintains. Luckily it is rare. We have not run into the problem with staff using loaner equipment yet but I suspect I would also have to absorb that. On the other hand, when faculty lose their adapters and other smaller items, I tell the department they are responsible for the replacement cost and have not had any problem with that. Some departments have even opted to purchase one or two extra power adapters or Mac VGA adapters to have on hand.

Suzanne

Suzanne Gaynor
Director, Technology Resource Center
Hartwick College
607-431-4670


Good Afternoon,

First time post from me—signed up at Educause in Anaheim this year.

 

 

We don’t (currently) charge faculty/staff that damage their machines either—have tried…

 

The past two years we have had them sign a receipt of their new laptop stating they received: laptop, bag, power adapter, mouse etc.  It is amazing how many people tell my technicians “ I never got a power adapter”.  I want to find out how they have managed to use a laptop for four years without a power adapter.  We could patent that and be very wealthy.

 

We currently don’t allow students to check out from our loaner systems.  Fac/staff due sign (or electronically sign) agreement to cover missing broken equipment.  We have had only one instance of a broken screen in the ten years that I can remember of our loaner pool.  We have had missing cords etc.

 

We have a large with our PowerPoint Presenters coming up missing in our classrooms, but IT covers the cost of those.

 

We are going to start for a second or third iteration of allowing students to check out laptops for use in our library. We will take their ID card and return it when they return the laptop.  We also do this to sign out group study rooms

 

We are in the process of moving Help to the library.  This is going to fracture our Helpdesk into two parts, however, but is going to bring Helpdesk back to the center of our campus.

 

 

 

Thank you

 

Brad Salisbury
Information Technology Services
Technology Support Manager
The University of Findlay
Findlay, Ohio
419-434-6969

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of Gaynor, Suzanne
Sent: Friday, January 10, 2014 9:39 AM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] charging for equipment not returned

 

I love the policy Jedidiah sent and may implement something similar shortly.  At Hartwick, we do not charge faculty who destroy their assigned laptop through accidental damage. That is considered "cost of doing business" and a replacement or repair is paid for from a faculty equipment line that IT maintains. Luckily it is rare. We have not run into the problem with staff using loaner equipment yet but I suspect I would also have to absorb that. On the other hand, when faculty lose their adapters and other smaller items, I tell the department they are responsible for the replacement cost and have not had any problem with that. Some departments have even opted to purchase one or two extra power adapters or Mac VGA adapters to have on hand.

 

Suzanne


Suzanne Gaynor

Director, Technology Resource Center

Hartwick College

607-431-4670

 

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