STLP Orientation and Policies - Kane Hall

Student Equipment Policies

Updated: 3 May 2017

UW Information Technology (UW-IT), Classroom Technology and Events (CTE) , and Health Sciences Academic Services and Facilities (HSAS&F) in conjunction with the Student Technology Fee Committee (STF) and the Services and Activities Fee Committee (S&AF), are pleased to announce the availability of technological equipment for free loan to students. The policies printed below detail how students may request and use the equipment.

We look forward to serving our fellow student customers by providing this service in support of their academic and technological needs on the campus.

The policies and use durations are as follows:


Only students registered for the current quarter at the UW Seattle campus and pay the STF and SAF fees (which are normally included in tuition and can be found on your tuition statement) are allowed to check out STLP equipment. UW Bothell and Tacoma students may not use this program. Breaks in between quarters do not count as the current quarter - only students enrolled for classes during the interim period may rent equipment. During summer quarter we check out to students that are enrolled for either A term or B term, but only for the term(s) they are enrolled for. Any reservations placed will not be released to students without their UW ID and a current photo ID card, e.g. a driver's license. The secondary form of photo ID must be issued from a recognized governmental agency (e.g. the Department of Licensing, State Department, etc.). Requests for exceptions to the registration policy must be directed to Patrick Roberts, Associate Director Classroom Technology and Events at, or to our email

Reservations may not be made under a club or association's UW NetID — students must book equipment under their own UW NetID and name in order for us to track who has accepted responsibility for the equipment and to prevent students from having more than one item of each type of equipment. This allows all students to have equal access to equipment.

Requesting Equipment

Requests for use of equipment will be accepted via the online reservation form only and must be placed by 12:00pm (noon) the business day prior to the desired pickup date. Equipment will be assigned on a first-come, first-served basis from the time the request was placed. Requests for use of equipment will be accepted a maximum of two months before the desired pick-up date. (i.e. requests for November 10th will not be accepted before September 10th.)

ID Required

The main requirement for a student to check out equipment is to have a current student ID card and an additional form of picture identification (i.e. Driver's License or passport).

STLP will make a digital scan of both forms of identification prior to the release of the equipment. These copies are kept internally to ensure that we have adequate information in case equipment is lost or not returned in a timely manner. We will never release your information to anyone else, nor will we use your address for any reason other than contacting you regarding your reservation, aside from in extreme circumstances. See penalties beyond restrictions for details.

Subsequent Reservations

Reservations for subsequent uses of the same category of equipment will only be accepted if a current booking (of that equipment category) is not active. There are no renewals of reservations.

For example: if you have a laptop checked out, you will not be able to extend/renew that reservation; nor will you be able to make a reservation for any laptop, until the current laptop is signed in (returned). However, an item of a different equipment category could be reserved, such as an iPad.

Taking Equipment Abroad

If you are planning on taking our equipment out of the country, you will need to contact us at least one week in advance of pick-up in order for us to obtain a Customs letter for you. If you do not do so and are charged a duty at the border, we will not reimburse you for that charge. It is your responsibility to alert us well in advance (one week) in order to obtain the letter. You must also make sure you understand the UW Insurance Policy before bringing equipment out of the country. You may be responsible for fees associated with adding STLP equipment to UW's foreign insurance.

Camera Checkouts

When checking out camera equipment, students agree to the following conditions:

  1. Before switching any lenses, the camera will be powered off.
  2. Students will keep lens caps on all lenses when they are not in use.
  3. Students will not store or transport the camera with any lenses attached.
  4. When transporting the camera, the body will be stored separately in the bag and the body cap will be secured.
  5. Students will only clean the lenses, filters, and LCD screen with the included cleaning cloth.
  6. Students will store the equipment in the configuration shown to them during checkout.
  7. Students will not touch the electrical contacts.
  8. Students will immediately return the equipment if it is in need of repair or cleaning.

Checkout Length

STLP equipment may be checked out during official University work days, ranging from two days to quarter length checkouts. "Two days" is defined in the following manner:

If a student picks up the equipment on Monday, it is due back by 4:00 PM (for Kane and HSB) on the following Wednesday.

In other words, the student has effective use of the equipment for seven full University work days following the day that the equipment is checked out, if it is a “seven-day” reservation.

Weekends and University Holidays are not counted towards the checkout length, but students may keep and use any rented equipment at this time. We have same-day checkouts available for a reservation length of two business days at our Health Sciences location with a limit of two per quarter. Same-day checkouts with a length of five business days are available at our HUB location and have no quarterly limit. HUB items are due back on the day of return, anytime that the office is open. They do not need to be returned by 4:00 PM. There is a limited selection of items that are offered for same day checkouts. Please check the equipment page for more details.

Email for summer extensions, exceptions, and during interim for bookings.

Equipment Pickup and Return


Equipment must be picked up on the scheduled day or the reservation will be cancelled. Reserved equipment must be retrieved before 4:55 pm (reservations do not apply to our HUB office). Students who fail to pick-up reserved equipment AND fail to cancel the reservation on two occasions will not be allowed to reserve equipment for the remainder of the quarter. Equipment will only be available for pickup at the location specified upon reservation or checkout. In other words, bookings made for Kane Hall cannot be picked up or returned to the Health Sciences or HUB offices and vice versa.

Note: We do not allow friends to pickup or return equipment on behalf of the original borrower, unless it has been approved by the STLP staff. This must be done before the equipment is picked-up or returned.


Reserved equipment must be returned before 4pm at HSB and Kane, and 7pm at the HUB on the day it is due in a condition comparable to the condition it was in when checked out to the student. For example, we will NOT accept equipment in bags that are excessively dirty. It is the student's responsibility to clean a bag if it was soiled during his/her checkout. A small amount of dirt is understandable, but equipment will not be checked in unless it is in suitable condition. Same day equipment from the HUB office must be returned on the day it is due before business hours are over. A valid UW ID is required and may be asked for upon return of equipment, to verify the identity of the student. We reserve the right to refuse the return of equipment for those that cannot provide their UW ID.

If equipment is broken during the checkout or all of the items and/or accessories are not returned, the student will be held responsible for the replacement or repair of the equipment, as well as any costs. Please let the staff know immediately of any problems so we may direct you on how to resolve them. If the equipment is harmed due to weather the user will be held accountable for the damage and the cost of the repair or replacement.

Additionally, STLP reserves the right to inspect the equipment up to 3 business days after its return, and to charge the student/user for cleaning, replacement of missing parts, or damage found at that time. This means that if damage is not found during the check in process (e.g. the CD drive does not work) we have the right to charge for damage that is found after being checked in for up to three days. If a student fails to assume the responsibility of replacing any damaged items within two weeks of the date of notice of the damage, we reserve the right to replace the items in a manner that we deem fit, while holding the student responsible for the replacement cost.

Any charges that go through the University of Washington (and consequently, through STLP), are subject to an additional Institutional Overhead Charge tax. Please click here for more details on the IOC, and check click here to check the current UW IOC rate. This means that if fees are charged through STLP (including, but not limited to replacement and repair fees), the student paying the costs will pay the base cost, any applicable sales tax, and the UW IOC tax.

If a friend returns the equipment it will not be considered 'checked-in' until the original borrower signs in the equipment. If three days have passed and the equipment has not been signed in, the original borrower will have a 9 month restriction.

Same-Day Checkouts

Due to popular demand, we have instituted a new HUB location with same-day checkout. We offer a variety of equipment for same-day checkout on a first-come, first-served basis. Items from the HUB may be checked out for up to five business days and may be checked out with no quarterly limit. Upon return of an item at this location, a student must wait until the next business day before checking out equipment of the same type (ie: returning a laptop, and attempting to checkout another laptop).

We also have same-day checkout at our Health Sciences office. A small number of equipment will be available at a first-come, first-served basis. To prevent non-essential same-day checkouts at this location, students are only allowed to make a same-day booking two times per quarter. The equipment from our HSB office will be due by 4pm two business days later, and equipment from our HUB office will be due by 7pm five business days later.

For both offices, please note: if the equipment is returned late, the student will automatically incur a three-month penalty. In order to check out, you MUST bring your student ID and an additional form of identification. To make a same-day booking, students must visit either the HUB or the Health Sciences office in person, rather than emailing, calling, or using the regular online system.

Important! You may not have two reservations for the same type of equipment concurrently (i.e. two laptops). If you make a same day reservation, you will have to cancel any pre-existing bookings, then remake them via the normal online process. You also cannot return a same day or regular booking and immediately make another same-day booking.


Although students are not allowed to renew equipment, if you would like to reserve the equipment again as soon as possible, you can return your current equipment before noon on the day that it is due. If the equipment is available, not fully booked out, and you make a reservation before noon, you will be able to pick up the equipment the following business day. You CANNOT get the exact same piece of equipment. You will receive a different numbered laptop than the one you had before, so you will still need to back up any important information.

Late Penalties

Equipment that is returned late will incur the following penalties:

  • After 4:00pm on the due date- two week restriction
  • One day after the due date- one month restriction
  • Two days after the due date- two month restriction
  • Three days after the due date- three month restriction
  • For each additional day late- one more month of restriction

Penalties Beyond Restrictions:

If not returned within three working days of the due date, an administrative hold will be placed on the student's registration. If not returned within five working days of the due date, the equipment will be reported to the UWPD as misappropriated and in need of recovery.

If you have a late return at one office, you will be restricted at all offices. There are no exceptions to this policy. A restriction is defined as being banned from our program for the full length of the restriction period.

Note: All equipment due back on the last day of the quarter is due before 1pm. Equipment returned after 1pm on the last day of the quarter will result in a 2 week restriction. Failure to return equipment before a break between quarters (except when granted permission by a program coordinator) will be considered an extreme circumstance. The student will be restricted from reserving equipment for the following quarter.

Exceptions, Blackout Periods, and UW Closures

If equipment is needed for longer than the 'normal' checkout length requests for longer bookings can be emailed to They will be evaluated per our availability of equipment and the need for the extension (ie. study abroad, research or academic project).

Our office runs on the University of Washington quarter system with blackout periods when school is not in session (ie. interim, winter break and spring break). If equipment is needed during this time requests for exceptions can be sent to for evaluation.

We are a University run program meaning we are open the same days as the University of Washington Seattle campus. If the campus is closed for a snow day or another emergency our office will be closed as well. For these instances equipment due on that day will not be counted as late. If the University has a closure, that day will not be counted as a late day. Lastly, any equipment that is to be picked up on closed days will have the pick up date moved to the next business day that is not closed. However, the due back date will not be changed (often times the equipment is reserved for another student in back-to-back bookings.) If you have any questions please email us at


Students who check out STLP equipment do not have to specify the purpose for which they want the equipment. Students may check out STLP equipment for any legitimate purpose and may remove this equipment from the University of Washington campus. In the event of loss or damage of equipment, students will be required to provide information to the STLP staff regarding the location and circumstances of the loss or damage. Students assume responsibility for reimbursing the STLP office for the cost not covered by insurance for replacing or repairing equipment lost or damaged while in their custody.

All data, software, profiles, pass-phrases, or other information stored on the laptops or hard drives will be erased in the re-imaging process upon their return to STLP. The Student Technology Loan Program is not responsible for any data and/or software left on a laptop by a student.

Student Code of Conduct

Students are required to follow the student code of conduct while using our program. If it becomes known to us that a student breaks the code of conduct they will be restricted from our program. This includes but is not restricted to fraud and deception towards our employees. Please refer to the University of Washington Student Conduct and the Washington State Legislature Standards of Conduct.