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Policies

Eligibility

Matriculated and non-matriculated University of Washington (UW) Seattle campus 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 equipment from the Student Technology Loan Program (STLP). UW Bothell and UW Tacoma students should consult their respective campus resources for similar services.

Students enrolled in a credit course offered by UW Professional & Continuing Education (UWPCE) pay a technology fee and are eligible to borrow equipment from STLP. Noncredit students may pay an optional Computer Account Fee directly to UWPCE for STLP eligibility (proof of payment required). For more information, review the UWPCE costs and fees page.

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 equipment checkout and return. Shared UW NetIDs related to RSOs, associations, etc. will not be accepted. Please note it is against UW policy to share personal UW NetID credentials with anyone. For more information on appropriate use of your UW NetID, please visit this IT Connect page.

Student Code Of Conduct

Students are required to follow the Student Conduct Code for the University of Washington while using the program. Violations of the Student Conduct Code may result in restriction from the program and/or reporting to the office of Community Standards & Student Conduct (CSSC).

Accessibility

STLP is a free, student-led program that helps support the academic technology needs of UW Seattle 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 call/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 they may be reached by emailing uwdrs@uw.edu or calling 206-543-8924 (Voice & Relay) or 206-616-8379 (Fax).

Availability

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 reservations of equipment will only be 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 sixty (60) days before the desired checkout date (within the same academic quarter).

Same-Day Checkout

In-person, same-day checkout of select laptop and tablet computers is possible at all STLP office locations. Same-day equipment inventory is extremely limited so items are checked out on a first-come, first-served basis. Making an advance reservation is highly encouraged to help ensure desired equipment availability.

Loan Periods

Equipment loan periods vary by item. Loan periods are listed in business days – weekends and UW holidays are not counted. Please review equipment descriptions carefully along with all email confirmations indicating checkout and return dates. You may review the return date of your equipment loan at any time by visiting the My Bookings page.

Quarter Breaks

Equipment reservations over quarter breaks will be approved on a case-by-case basis with prior arrangement. Requests should be submitted by emailing stlp@uw.edu at least two (2) weeks in advance and are subject to advisor/faculty verification.

Unanticipated Closures

During instances where UW has suspended operations (due to inclement weather, etc.), STLP office locations will remain closed. Equipment due to be returned while operations have been suspended will not be counted as late. Equipment checkout and return activities will resume once UW has returned to normal operations. Equipment that would have been checked out during suspended operations 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

  • Equipment is made available on a first-come, first-served basis.
  • While multiple equipment items 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.).
  • Additional reservations for different equipment types may overlap existing 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 following business day (applies to both advance and same-day reservations).
  • Due to equipment turnaround procedures, the same exact piece of equipment will not be reissued for subsequent reservations.
  • Reservations will not be renewed – equipment must be returned by the specified return date.

Equipment Checkout/Return

Checkout

Students must claim equipment from the selected office location on the scheduled checkout date. Equipment must be claimed as follows:

  • Health Sciences (HSI): Checkout by 3:00 pm
  • Kane Hall (KNE): Checkout by 5:00 pm
  • Husky Union Building (HUB): Checkout by 8:00 pm

Please carefully review all email confirmations indicating checkout location and date. Reservations not claimed on the scheduled date of checkout are subject to cancellation. Additionally, changes to equipment cannot be accommodated at the point of checkout. For advance changes to your reservation, please email stlp@uw.edu or call/text 206-685-6090.

Return

Students must return equipment to the same office location from which it was checked out on the scheduled return date. Equipment must be returned as follows:

  • Health Sciences (HSI): Return by 3:00 pm
  • Kane Hall (KNE): Return by 5:00 pm
  • Husky Union Building (HUB): Return by 8:00 pm

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

Additionally, 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 will be subject to the Equipment Claims policies listed below. The program reserves the right to fully inspect equipment up to three (7) days after the date of return to assess charges for cleaning, replacement of missing parts, and/or repair of damaged equipment.

Taking Equipment Abroad

Students planning to take equipment abroad need to make arrangements to do so ahead of time by emailing stlp@uw.edu at least two (2) weeks in advance. Upon making these arrangements, STLP staff will provide a customs authorization letter to accompany the equipment during travel. Without this authorization letter, students may be charged duty fees at the border. STLP is unable to provide reimbursement for any such fees paid by students.

Late Returns

Restriction (1-2 Days Late)

The success of the program is highly dependent on equipment being returned on time. Students who return equipment after the scheduled return date will receive a temporary restriction of their borrowing privileges as follows:

  • One (1) Day Late: One (1) week restriction of STLP borrowing privileges
  • Two (2) Days Late: Two (2) week restriction of STLP borrowing privileges

Equipment Recovery (3+ Days Late)

Students in possession of equipment three (3) or more days beyond the scheduled return date will receive an Equipment Recovery notice. This notice, informing students of their responsibilities for returning STLP equipment, must be responded to within seven (7) days. As part of this process, student borrowing privileges will be suspended until all outstanding equipment items have been returned to STLP. Upon return of all outstanding equipment items during the Equipment Recovery process, students will receive a temporary restriction of their borrowing privileges as follows:

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

Failure to return equipment 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 equipment items. Equipment Claims invoices created as a result of the Equipment Recovery process are not eligible for filing a claim under the UW equipment insurance policy. Please see the Invoices section below for more information.

The accumulation of multiple Equipment Recovery notices will result in the permanent revocation of student borrowing privileges. Please see the Loss of Privileges section below for more information.

Damage, Loss or Theft

Equipment Claims

The success of the program is highly dependent on timely notification and processing of equipment related issues. Students are responsible for the safekeeping of all equipment items 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 remaining equipment items must be returned to the same office from which they were checked out. As part of this process, student borrowing privileges will be suspended until all outstanding Equipment Claims have been resolved.

In most cases, Equipment Claims submissions will be processed as follows:

  • Repair/Replacement Under $250: Repair or replacement of equipment hardware totaling $250.00 or less does not meet the threshold for filing a claim under the UW equipment insurance policy. 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 hardware totaling $250.00 or more meets the threshold for filing a claim under the UW equipment insurance policy. If approved, the student is responsible for paying a $250.00 deductible while the remaining portion will be covered by the UW equipment insurance policy.

The accumulation of multiple Equipment Claims invoices will result in the permanent revocation of student borrowing privileges. Please see the Loss of Privileges section below for more information.

Invoices

Once the Equipment Claims submission has been processed, students will receive an invoice indicating the amount owed. Invoice payments are due within fourteen (14) days of the invoice being sent. Payments will only be accepted in the form of credit card, check or money order. Credit card payments may be made online via the Invoice Payment Portal. Checks and money orders must be made payable to “University of Washington” for the exact amount owed and submitted in-person at the STLP office location in Kane Hall or via US Mail when addressed as follows:

Student Technology Loan Program
University of Washington
Box 353095
Seattle, WA 98195-3095

Payment Plans

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 their request within seven (7) days of the invoice being sent.

Non-Payment

Student borrowing privileges will remain suspended until all outstanding Equipment Claims invoices have been paid. Unpaid invoices that are 120+ days past due may be referred to a collection agency. STLP greatly encourages students to email stlp@uw.edu or call 206-685-6090 at any stage in the Equipment Claims process for assistance in finding solutions.

Loss of Privileges

The accumulation of three (3) Equipment Recovery notices 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 notices 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.

Privacy

Students participating in the program do not have to disclose the purpose for which they plan to utilize STLP equipment during regular quarterly lending periods. Students may checkout equipment for any legitimate purpose and may remove equipment from the UW Seattle campus.

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

Except in certain cases involving the Equipment Recovery and Equipment Claims processes, we will not release your information to anyone else nor will we use your information for any reason other than contacting you regarding your current utilization of the program.