Lending and Borrowing College Equipment Procedures
Procedures
- Prior to implementing an equipment lending program, departments must consult with the Library which has expertise on lending and borrowing equipment. The Library may be able to facilitate the lending of departmental equipment.
- If the equipment is information technology (e.g. laptops, VR headsets), departments must consult with IT and the Privacy Office to ensure appropriate cybersecurity and privacy issues have been mitigated.
- If a department chooses to lend equipment directly, they must prepare written terms of use and/or a usage agreement. These terms of use should, at a minimum, include the following information:
- Who is allowed to borrow the equipment (i.e. only students in their department, all students, only employees).
- The length of time the equipment can be borrowed.
- Penalties for late, damaged or lost equipment. Departments applying financial penalties must be authorized to do so in accordance with the Cash Handling Policy 111.
- Procedures for ensuring any personal information stored on borrowed equipment is removed prior to reissuing or retiring the equipment, if applicable.
- For equipment where there is a reasonable chance of injury or harm, departments must include a liability waiver as part of their terms of use.
- The loaning department will ensure that terms of use are available and accessible prior to lending equipment.
- For costly equipment, departments must maintain a record of borrowing that includes the borrower’s name, contact information, and length of time borrowed.
- The Dean/Director of the loaning department will make any final determinations around disputes regarding penalties such as late fines, damaged equipment, or replacement cost.
- Students may appeal the decision by the Dean/Director using the Student Complaints process.
- Departments are encouraged to use the example template for terms of use found in Appendix A. These templates establish terms of use and minimize risk to the College. Departments may make modifications to the agreements specific to the type of equipment they are lending.
- Departments must ensure their borrowing records are compliant with the Freedom of Information and Protection of Privacy Act and VCC’s Records Retention Policy.
Generated at: 9:23 am on November 9, 2026