Policies

Eligibility

STLP is a resource for students at the University of Washington in Seattle. Students at the University of Washington Bothell and the University of Washington Tacoma are not eligible as those campuses maintain their own separate equipment lending programs (review the FAQs). Eligibility varies depending on enrollment status as follows:

Admitted Students: Newly admitted students, who pay the New Student Enrollment & Orientation Fee (NSEOF), are eligible to borrow Student Technology Loan Program (STLP) equipment for the purpose of participating in First Year Programs (FYP) Advising & Orientation (A&O) activities.

Enrolled Students: Matriculated and non-matriculated students, who are registered for the current academic quarter and pay the Services & Activities (SAF) and Student Technology (STF) fees as part of their tuition, are eligible to borrow STLP equipment during quarterly periods of instruction.

Continuing Education: Students enrolled in credit courses offered by UW Professional & Continuing Education (UWPCE), who pay a technology fee, are eligible to borrow STLP equipment during periods of instruction. Students enrolled in noncredit courses must pay a Computer Account Fee directly to UWPCE to become eligible to borrow STLP equipment (proof of payment required). For more information, review the UWPCE costs and fees page.

Non-Enrollment Exception: Matriculated students, who are participating in a degree program but are not enrolled for the current academic quarter, may request a Non-Enrollment Exception if they can demonstrate a need to borrow STLP equipment as it relates to UW academic, instructional and/or research activities (proof of enrollment for the following academic quarter is required).

Requests must be submitted by completing the STLP Contact Form at least seven (7) days in advance and all requests are subject to adviser/faculty verification. At the discretion of the program, exceptions are granted based on demonstration of an approved use as well as equipment availability.

Note: With exception to Academic Student Employees (ASEs), Non-Enrollment Exception requests related to employment will not be accepted.

UW Student Identification

Valid UW student identification in the form of a Husky Card is required to complete the equipment checkout process. Students are required to present their Husky Card to STLP staff for inspection at the time equipment is claimed. Equipment will only be released to the listed reservation holder with valid UW student identification. Government-issued photo identification will also be accepted in the absence of a Husky Card.

UW NetID Authentication

In addition to presenting valid UW identification, students are required to authenticate with their personal UW NetID during the equipment checkout and return processes. Shared UW NetIDs related to RSOs, associations, etc. are not accepted. Please note it is against UW policy to share personal UW NetID credentials with anyone. For more information on appropriate use of UW NetID credentials, please visit this IT Connect page.

Right to Refuse

Student Code of Conduct

Students are required to follow the Student Conduct Code for the University of Washington while utilizing the program. Violations of the Student Conduct Code (including but not limited to: abuse of others, acts of dishonesty, failure to comply, harassment or bullying, vandalism, and violation of law) may result in refusal of service, restriction from the program and/or reporting to the office of Community Standards & Student Conduct (CSSC).

Accessibility Accommodations

STLP is a free, student-led program that helps support the academic technology needs of UW students by eliminating barriers to technology access. STLP services are intended to be inclusive and accessible to all students. Please email stlp@uw.edu or text 206-685-6090 for accommodations connected to a disability or health condition. Requests can be responded to most effectively if received at least seven (7) days in advance.

Disability Resources for Students (DRS) provides additional services for students and may be reached by emailing uwdrs@uw.edu or calling 206-543-8924 (Voice & Relay) or 206-616-8379 (Fax).

Availability

STLP equipment is made available to students on a first-come, first-served basis during quarterly periods of instruction as outlined by the UW Academic Calendar. Please refer to the Locations page for STLP office locations and hours. All offices are closed on weekends, UW holidays, and during quarterly break periods. Please check the homepage for additional announcements and closures as they occur.

Advance Reservations

Advance equipment reservations are only accepted via the online booking system. Reservations must be made by 12:00 pm (noon) the business day prior to the desired checkout date. Additionally, reservations will only be accepted up to a maximum of thirty (30) days before the desired checkout date within the current academic quarter.

Same-Day Checkouts

In-person, same-day checkout of select laptop/tablet computers is available at all STLP office locations. Same-day inventory is extremely limited so this equipment is only made available in-person on a first-come, first-served basis (advance reservations are not accepted). For specific questions regarding same-day equipment availability, please text 206-685-6090.

Loan Periods

STLP equipment is made available for 10-day, 25-day or 49-day (Full Quarter) loan periods. Loan periods are counted in business days and do not include weekends or UW holidays. Please review equipment descriptions carefully along with all confirmation emails indicating scheduled checkout and return dates. Students may also review the scheduled checkout and return dates of their equipment loan at any time by visiting the My Bookings page.

Extensions

Extensions or renewals of equipment loans will not be granted. All equipment must be returned at the end of the specified loan period. Students may review the scheduled return date of their equipment loan at any time by visiting the My Bookings page. This policy is intended to promote equal access to equipment and prevent monopolization through regular turnover of program inventory.

Quarter Break Requests

Requests for equipment loans which span a quarterly break period must be submitted by completing the STLP Contact Form at least seven (7) days prior to the last day of the current academic quarter. Requests must be related to UW academic, instructional and/or research activities and are subject to adviser/faculty verification. At the discretion of the program, requests are approved based on demonstration of an approved use as well as equipment availability.

Equipment must be returned by the scheduled return date, at the beginning of the next academic quarter before making a new reservation for the same equipment type. Based on availability, equipment may be reserved and checked out as early as the following business day. Same-day equipment is also available in-person on a first-come, first-served basis.

Note: With exception to Academic Student Employees (ASEs), Quarter Break requests related to employment will not be accepted.

Unanticipated Closures

During instances where UW has suspended operations (due to inclement weather, etc.), STLP office locations will remain closed. Equipment checkout and return will resume once UW has returned to normal operations.

Equipment scheduled for return while operations have been suspended will not be counted as late. Equipment scheduled for checkout while operations have been suspended will be adjusted to the next business day under normal operations; however, the return date will not be equally extended.

To sign up for automatic announcements regarding suspended operations and other campus emergencies, please visit the UW Alert page.

During other times when STLP office locations experience an unanticipated closure or modified hours, an announcement will be posted to the website. Please check the homepage for announcements and closures as they occur. Additional consideration will be given, on a case-by-case basis, to students attempting to checkout or return equipment during these periods.

Additional Limitations

• All equipment is made available on a first-come, first-served basis.
• While multiple pieces of equipment may be checked out in a single reservation, only one of each equipment type may be checked out at a given time (e.g.: one laptop and one camera, etc.).
• New reservations for different equipment types may overlap other active or scheduled reservations.
• Equipment must be returned before making a new reservation for the same equipment type. Based on availability, equipment may be reserved and checked out as early as the next business day.
• Due to equipment turnaround procedures, the same device will not be reissued for subsequent reservations.

Equipment Checkout/Return

Checkout

On the scheduled checkout date, students must claim equipment from the STLP office location indicated in their confirmation email. Equipment must be claimed prior to closing as follows:

• Health Sciences (HSI): Checkout by 2:30 pm
• Husky Union (HUB): Checkout by 7:00 pm
• Kane (KNE): Checkout by 5:00 pm

Students should carefully review their confirmation email indicating scheduled checkout date and location. Reservations not claimed on the scheduled checkout date are subject to cancellation. Additionally, changes to equipment cannot be accommodated at the point of checkout. For reservation changes, please email stlp@uw.edu or text 206-685-6090 at least twenty-four (24) hours prior to the scheduled checkout date.

Return

On or before the scheduled return date, students must return equipment to the same STLP office location from which it was checked out and as indicated in their return reminder email. Equipment must be returned prior to closing as follows:

• Health Sciences (HSI): Return by 2:30 pm
• Husky Union (HUB): Return by 7:00 pm
• Kane (KNE): Return by 5:00 pm

Students may review the scheduled return date of their equipment loan at any time by visiting the My Bookings page. For return date questions or concerns, please email stlp@uw.edu or text 206-685-6090.

Students returning equipment to the incorrect office will receive a seven (7) day restriction of their borrowing privileges. Please review the Loss of Privileges section for additional information related to temporary restrictions and the permanent revocation of student borrowing privileges.

Finals Week

During autumn, winter, and spring academic quarters, all equipment must be returned no later than the Tuesday of finals week. Students requiring equipment after that deadline may request a courtesy extension as late as the Friday of finals week.

Courtesy extensions will only be considered for equipment previously scheduled to be returned on Monday or Tuesday of finals week and must be submitted by completing the STLP Contact Form at least seven (7) days prior to the last day of the current academic quarter.

Taking Equipment Abroad

Students planning to take equipment abroad are required to notify the program by completing the STLP Contact Form at least seven (7) days in advance of their departure. Upon receiving notification, STLP staff will provide a customs authorization letter to accompany the equipment during travel. Without this letter explaining your possession of the equipment, you may be assessed duty fees based on the total value of the equipment.

Note: STLP is not responsible for paying duty fees and is unable to provide students with reimbursement for any fees paid out of pocket.

Late & Partial Returns

Please review the Loss of Privileges section for additional information related to temporary restrictions and the permanent revocation of student borrowing privileges.

Partial Returns

When returned equipment is missing one or more components, it is marked by STLP staff as a partial return and still considered an active equipment loan. Students must return all outstanding components within the same business day to avoid incurring a temporary restriction of their borrowing privileges. Students returning components after that time are subject to the following late return policies listed.

Temporary Restriction (1-2 Days Late)

The success of the program is highly dependent on the complete and timely return of equipment. Students returning equipment or components late will receive a temporary restriction of their borrowing privileges as follows:

• One (1) Day Late: Seven (7) day restriction of STLP borrowing privileges
• Two (2) Days Late: Fourteen (14) day restriction of STLP borrowing privileges

Equipment Recovery (3+ Days Late)

Students in possession of equipment and/or components more than three (3) days beyond the scheduled return date will receive an Equipment Recovery notification. This notification, informing students of their responsibilities for returning STLP equipment and/or components, must be responded to within seven (7) days.

As part of this process, student borrowing privileges are indefinitely restricted until all outstanding items have been returned to STLP. Upon return of all outstanding items during the Equipment Recovery process, students will receive a temporary restriction of their borrowing privileges as follows:

• Three or more (3+) Days Late: Ninety (90) day restriction of STLP borrowing privileges

Failure to return equipment and/or components during the Equipment Recovery process will result in the creation of an Equipment Claims invoice. As part of this process, students will receive an invoice for the full replacement value of all outstanding items. Equipment Claims invoices related to unreturned equipment are not eligible for filing a claim under UW Equipment Insurance policies. Please review the Invoices section for more information.

The accumulation of multiple Equipment Recovery notifications will result in the permanent revocation of student borrowing privileges. Please review the Loss of Privileges section for additional information related to temporary restrictions and the permanent revocation of student borrowing privileges.

Damage, Loss or Theft

As a shared resource, STLP equipment must be returned in the same condition as when it was checked out. Equipment not returned in the same condition and/or with missing components are subject to the following Equipment Claims policies. The program reserves the right to fully inspect equipment up to seven (7) days after the date of return to assess charges for cleaning, replacement of missing components, and/or repair of damaged equipment.

Equipment Claims

The success of the program is highly dependent on timely notification and processing of all equipment-related issues. Students are responsible for the safekeeping of all equipment checked out from STLP and are required to immediately report damage, loss, or theft of equipment by emailing stlp@uw.edu. After this initial report, STLP staff will follow up with additional instructions as well as the link for completing the Equipment Claims Form.

All damaged and/or remaining equipment components must be returned to the same office from which they were checked out. As part of this process, student borrowing privileges are indefinitely restricted until all outstanding Equipment Claims have been closed.

In most cases, Equipment Claims are processed as follows:

• Repair/Replacement Under $250: Repair or replacement of equipment and/or components totaling $250.00 or less does not meet the threshold for filing a claim under UW Equipment Insurance policies. As such, students are responsible for paying all charges plus applicable state sales tax and university Institutional Overhead Charge (IOC).
• Repair/Replacement Over $250: In most cases, repair or replacement of equipment totaling $250.00 or more meets the threshold for filing a claim under UW Equipment Insurance policies. If approved, the student is responsible for paying a $250.00 deductible while the remaining portion is covered by UW Equipment Insurance. Equipment Claims invoices related to unreturned equipment are not eligible for filing a claim under UW Equipment Insurance policies.

The accumulation of multiple Equipment Claims invoices will result in the permanent revocation of student borrowing privileges. Please review the Loss of Privileges section for additional information related to temporary restrictions and the permanent revocation of student borrowing privileges.

Invoices

Once processed, students will receive an Equipment Claims invoice via email indicating the amount owed. Invoice payments are due within fourteen (14) days. Credit card payment may be submitted online via the Invoice Payment Portal. When paying online, students must use the Booking ID, listed on the invoice, as the Invoice Number.

Payment Plans

Equipment Claims invoice amounts greater than $100.00 are eligible for a payment plan of up to three (3) monthly payments. Students requiring a payment plan must submit a written request within seven (7) days of receiving their Equipment Claims invoice. Invoices related to unreturned equipment or components are not eligible for payment plans.

Non-Payment

Student borrowing privileges are indefinitely restricted until all outstanding Equipment Claims invoices have been paid. Unpaid invoices that are 60+ days past due may be referred to a collection agency. STLP highly encourages students to email stlp@uw.edu or call 206-685-6090 at any stage in the Equipment Claims process for payment solutions.

Loss of Privileges

Temporary Restriction

• A temporary restriction that exceeds the last day of the current academic quarter will carry over and continue for the remaining period of time effective the first day of the student’s next quarter of enrollment.
• A temporary restriction incurred during finals week is applied effective the first day of the student’s next quarter of enrollment.
• Student borrowing privileges are indefinitely restricted until all Equipment Recovery notifications and/or Equipment Claims invoices have been closed.

Permanent Revocation

The accumulation of three (3) Equipment Recovery notifications and/or Equipment Claims invoices totaling $400.00 or more will result in the permanent revocation of student borrowing privileges. Unpaid Equipment Claims invoices will also result in the permanent revocation of student borrowing privileges.

Failure to comply with STLP notifications and/or policies is a violation of the UW Student Conduct Code under WAC 478-121-130 and is subject to reporting to the office of Community Standards & Student Conduct (CSSC). Student information may be shared with CSSC in accordance with our privacy policy. Reporting to CSSC will result in the permanent revocation of student borrowing privileges.

Student and Data Privacy

Students enrolled for the current academic quarter are not required to disclose the nature of their equipment loan when utilizing the program during regular lending periods.

All data, software, profiles, passphrases and other information stored on laptops, tablets, portable hard drives and removable media is erased upon return. The program is not responsible for the loss of data left on a device.

Except in specific cases involving the Equipment Recovery and Equipment Claims processes, the program will not voluntarily release student information nor will it use student information for any reason other than contacting students regarding their current utilization of the program.