Policies and Procedures

Except for our Level 1 equipment and rooms (which can be checked out to anyone at the University of Michigan with an active account in our checkout system), customers must meet at least one of the following criteria to be able to check out from Technology Library:

• Students who are:

  • • Currently majoring or minoring in an LSA or CoE discipline

    • Currently enrolled in an LSA or CoE discipline in Rackham

    • Enrolled in an LSA or CoE course during the current semester 

• Instructors and Staff who are:

  • • Non-temporary instructors and staff employed by an LSA or CoE department

      • Temporary instructors and employees (such as Sponsored Affiliates and Visiting Scholars) can check out from Technology Library as well, but their supervisors do need to work with us to create an account for them

    • Non-LSA or CoE instructors who are teaching an LSA or CoE course during the current semester

• Anyone with an active account in our system who will be using the resources in an officially reserved Technology Services-supported space

We have four Service Centers where you can borrow equipment from the Technology Library:

• Mason Hall G340 (Central Support)

• Modern Languages Building 2001 (Media Center)

• East Hall 1056 

• Duderstadt 1315 (North Campus Technology Checkout)

Hours vary depending on the semester and breaks; View current hours here. 

Closing Policy

Please note that due to the length of time required for our staff to complete equipment checkouts and returns, LSA Technology Services Loan will NOT accept returns nor make checkouts 15 minutes before closing. 

You will need to provide the following for every reservation, pickup, or checkout:

1. Your MCard

   • (For Reservations) Unless you designate another person as an authorized user to pick up your reservation, you will need to be the one picking up your reservation.

2. (For Reservations) The DATE and TIME you would like to PICK UP the resources

   • Please note that reservations expire if the items are not picked up within 30 minutes after the scheduled pickup time.

3. (For Reservations) If you have a location preference for where to pick up/return the equipment (pending availability)

   • You can view the hours for all of our locations here.

   • Please take note that some items are only available at one location. You can view the locations where a specific equipment type is available by visiting the item's catalog page and checking the section titled "Locations Available”.

4. The DATE and TIME you would like to RETURN the resources

   • Please take note of the maximum checkout period for the resources you are requesting. You can view how long a specific equipment type can be checked out for by visiting the item's catalog page and checking the section titled "Loan Duration”.

   • If any or all of the checked out equipment is not returned by the time it is due back, a strike may be placed on your account. Please refer to the Strikes and Consequences for Late Orders and Damaged/Missing Equipment section below for more details).

5. Your phone number

   • This is so we have another way to contact you if there are any issues with your reservation or checkout.

6. Whether you’re using the equipment on or off-campus.

   • We use this information for our end-of-year statistics. If you’re using it off campus, we’ll need to know if you’ll be traveling with it internationally and/or by plane; please see the Traveling with Resources section below for more information. 

7. The class/organization/department/purpose you’re using the equipment for

   • When we update our resources, we like to check in with the classes/organizations/departments that are frequent users to make sure we know what features they most need.

When you reach out to our Service Center staff for equipment (such as projectors or remotes for a presentation), they may ask if your venue already provides such tools or direct you to another service. This isn't to say you can't borrow from us; we're simply exploring the possibility that a more convenient solution might be readily available for your needs. Rest assured, our goal is to ensure you have everything you require for a successful presentation.

Here are some circumstances in which an account would get set to inactive or not exist at all in our system, and what you can do about it:

If you are a temporary employee or visiting scholar:

Our checkout system doesn’t pull your data from the UM system if your appointment has an end date.  We can create an account for you; please have your supervisor or department’s administrator email LSATechnologyServices@umich.edu with the following information:

• Your name

• Your UNIQNAME

• The department you’re working for

• The end date of your appointment

If you are currently on sabbatical or furlough:

Your account will automatically shift to Inactive if you’re not getting a paycheck from or registered for classes during the current semester.  If you need equipment for research or other work you’re doing for an instructor/department, please have the department’s administrator or the instructor you’re working with email LSATechnologyServices@umich.edu with the following information:

• Your name

• Your UNIQNAME

• Your department or the project you’re working on

• When you’re expected to return to work or register for classes again

If you are recently back from sabbatical or furlough, or you’ve just been hired:

It can take our system a few days to update with the University’s system changes.  Please email LSATechnologyServices@umich.edu to explain the situation and request us to run an updated query.

If you’re checking out for the first time after changing your UNIQNAME:

We need to update your UNIQNAME in the system manually; in the meantime, your account went Inactive because your former UNIQNAME went inactive.  Please email LSATechnologyServices@umich.edu with your name, former UNIQNAME, and new UNIQNAME.

Note: If you need equipment right away, you can have someone who is affiliated with LSA and does have an active account check out the equipment under their name so you still have access while we update our records.

All resources are designated into four levels of access. They are:

LEVEL ONE

Resources that DO NOT require an LSA or CoE affiliation to check out. Any currently active University of Michigan-Ann Arbor students, faculty, & staff can checkout Level 1 items. 

LEVEL TWO

Resources that REQUIRE an LSA or CoE affiliation. This designation covers most of the LSA Technology Library’s equipment. 

LEVEL THREE

Resources that REQUIRE BOTH an LSA or CoE affiliation AND an orientation to be authorized for their use.

Orientations are provided only by Technology Library Assistants and generally last 5-20 minutes. Level Three resources are generally more complicated pieces of equipment, have a higher chance of breaking/getting damaged, and/or can cause harm to people and property if not used properly.

LSA Technology Services Equipment Loan staff reserve the right to withhold completion status for an orientation if they have concerns about your ability to use the equipment correctly. Furthermore, if any item you borrow is returned with clear evidence of improper handling, the staff may invalidate your orientation, indicating that you may not have understood or adhered to the proper usage guidelines.

LEVEL FOUR

Resources that are restricted for one of two reasons:

1. The equipment was purchased for a specific class to use only.

2. The equipment requires coordination between LSA Technology Library and other various units and/or departments to use it. 

Level Four resources are not available for on-the-spot checkouts/reservations. You must submit a special request to LSATechnologyServices@umich.edu. 

A customer can check out up to 20 resources at one time. Please keep in mind, however, that there are further limits to how many of each resource that can be checked out to an individual at once (Please go to individual resources to see their limits). 

The maximum checkout time varies depending on the resource:

• Laptops: 14 days

• iClicker kits: 14 days

• Non-collapsible carts: same-day return

• Rooms and other in-house use items: 4 hours

• Everything else: 72 hours

This maximum time depends on a resource’s availability - it might be shorter when demand is higher and there are multiple reservations.

Renewal Policy

LSA Technology Services Technology Library does allow customers to renew checkouts. Renewals are not guaranteed, they are reviewed on a case-by-case basis and must meet all the following criteria: 

1. The order isn’t already late

2. The order hasn’t already been renewed

3. Nothing on the order is reserved for another customer during the requested renewal timeframe. 

Please visit Mason Hall G340, MLB 2001, East Hall 1056, or Duderstadt Center 1315; or call 734-615-0100 and select prompt 2 to request a renewal up to the maximum checkout time (from the time of the renewal request). Please don’t email us to renew an order - we may not see the request in time!

Back-to-Back Reservations Policy

Due to our limited inventory and the high volume of individuals we serve, the LSA Technology Library is unable to accommodate back-to-back reservations for the same equipment. Such requests would be classified as an Extended Loan. Please refer to the Extended Loan Policy section below for more information.

We understand that there are times when you need to check out resources for a longer time than we generally allow. To request an extended loan, please fill out our Special Request form at least two weeks in advance.

 You will be asked to provide the following information:

• Your name and UNIQNAME

• Your phone number

• Your LSA/CoE affiliation (you must be a current LSA/CoE major or minor, or employed as an instructor or regular staff member to qualify for an extended loan)

• What resources you’re interested in

• The date/time you would like to pick it up

• The date/time you would like to return it

• Where you will be using it

• If you are traveling with the equipment via airplane

• Why you wouldn’t be able to return the resources in the regularly allowed time

• If you’re requesting a non-collapsible cart, what safe place do you have to store it

Each request is assessed on a case-by-case basis. Availability of the resource is a huge factor in whether or not the loan will be approved; because of this, we’re much more likely to approve extended loan requests during Spring/Summer than Fall/Winter when we have more customers on campus and more classes/events happening. 

LSA Technology Library serves approximately 35,000 customers, and with a very limited inventory, it is imperative that all of our customers return the equipment they have loaned from us on time and in good condition. Late returns, lost items, and items returned with damage beyond reasonable wear-and-tear may result in a strike on your account, which will affect your ability to make future checkouts/reservations, and in some circumstances, this may even lead to being invoiced to cover the cost to repair/replace the item.

Receiving a strike stays on your account record and will accumulate over your entire time at the University of Michigan. Strikes that result in a consequence being applied to an account include:

• Orders/resources returned late (one penalty per day - an order that is 2 days overdue will receive 2 penalties)

• Missing resources or kit components

• Damage to resources or kit components beyond reasonable wear and tear

• Checked out equipment found unattended in a place multiple people have access to

Note: In serious or especially egregious circumstances, a higher consequence can be applied.  Circumstances include but are not limited to:

• Major damage to equipment caused but malicious action or egregious neglect

• Equipment stolen under circumstances where the person responsible for the equipment acted in a malicious or egregiously negligent manner

• Causing a disruption in an LSA Technology Services Service Center or Technology Library space, including but not limited to mistreating or harassing LSA Technology Services staff or creating an unwelcoming space for other students, instructors, and staff using the space

Consequence for First Strike:

• Written warning

  • The account holder will receive a written warning via email through the TeamDynamix ticketing system alerting them of the issue and outlining what will happen if further penalties are incurred

Consequence for Second Strike:

• Freeze on account until the end of the current semester

  • A freeze means that the account holder cannot check out any equipment or rooms from any LSA Technology Services Technology Library location

  • The freeze will be applied to expire at the end of the next semester if there are 30 days or less to the end of the current semester

Consequence for Third Strike:

• Indefinite freeze on account

  • Removal of this freeze will include a discussion with the Technology Library Supervisor and/or the Assistant Director, Customer Experience by contacting LSATechnologyServices@umich.edu . If needed, other University of Michigan entities might be involved to help with the resolution such as the Office of Student Conflict Resolution.

Steps for addressing penalties if you are at your third strike:

• Confirming commitment to the policies and process of LSA Technology Services Tech Library by doing one of the following:

  • Email LSATechnologyServices@umich.edu to inquire about process

  • Meeting with the Technology Library Supervisor or the Assistant Director of Customer Experience

• This process can only happen once - if there are penalties after, the indefinite freeze will return to and remain on the account

  • Any steps beyond this will involve negotiations facilitated with the Office of Student Conflict Resolution (OSCR)

Contact us as soon as possible, either by emailing LSATechnologyServices@umich.edu or by calling 734-615-0100, prompt 2. We're committed to assisting you and allowing you to return items late without penalty. To best support you, please let us know about any delays as early as possible.

"Beyond your control" refers to unexpected situations you couldn't have predicted or prevented. If you have a return scheduled during work or class hours, this does not count as such a situation because it's something you should have planned for in advance.

We recognize that unforeseen incidents and accidents can occur. If there's an issue with the equipment you've borrowed, prompt and honest communication is crucial. Provided the damage wasn't due to misuse or significant negligence, and you don't have a record of damaging equipment, we will generally make a note on your account without freezing it or invoicing you. 

Decisions will be made on a case-by-case basis; however, honesty goes a long way. If you promptly report a lost item that is inexpensive, such as a cable, and you don't frequently lose equipment, we may simply note the incident on your account without further action. On the other hand, if you conceal a lost item, have a pattern of losing things, or misplace a more valuable item, such as specialty batteries or more expensive equipment, expect to receive an invoice and a freeze on your LSA Technology Library account. Failure to settle the invoice or arrange a payment plan by the specified deadline will result in the charges being transferred to your UM student account.

Most kits include a component card displaying a list and/or images of each piece of equipment that comes in that kit. You can also find an equipment’s component card (PDF) on its page in the Equipment Catalog. Use this card to ensure all items are returned correctly. While we might replace low-cost, generic items, kits missing expensive or specialized parts typically can't be accepted. We lack the storage space for incomplete kits, and tracking returned items separately is prone to mistakes. It's simpler to keep the kit until it's complete for return. We may renew your loan if possible, but please note that overdue strikes and account freezes will apply if the kit is returned late.

If equipment is missing because of theft, let us know what happened and file a police report as soon as possible (with UMPD if the theft happened on campus; with the Ann Arbor Police Department if it happened off campus). Once you give us a copy of the police report, we can mark the lost equipment as stolen and you will not be charged for it.

Even though we regularly inspect and test our equipment, we understand that issues can arise when the device is in your possession. If you have trouble with your equipment, promptly get in touch with us. You can visit us in person or by calling 734-615-0100, prompt 2. Our staff will help resolve the problem or provide a replacement (if available).

Upon returning the equipment, please inform us of any difficulties you experienced. This allows us to identify and address specific issues during our testing process.

Room Checkout Logistics:

• Maximum checkout time: 4 hours

  • Note: Time may be reduced in times of social distancing to accommodate as many customers as possible

• How many can be checked out by one person at one time: 1 per person at a time

• How reservations you can make per day: 1 reservation per day (unlimited on-the-spot checkouts, depending on availability)

• Reservations can be made by:

  • Visiting an LSA TS Service Center desk

  • Calling 734-615-0100, prompt 2

  • Emailing LSATechnologyServices@umich.edu (Requests via email must be submitted at least 48 hours in advance.)

• Renewals: Each order can be renewed once, depending on the availability

Access:

• Both the Demo Room and Media Rooms must be checked out at the Service Center front desk.

  • Even if you have a reservation and you’re coming in just as the person before you is leaving!  If you don’t check out the room, your reservation will automatically cancel and you will be asked to leave if someone else checks that room out.

• You will receive a key or a key card to a Media Room

  • The key or key card should stay in your possession as long as you remain in 2001 MLB/ (or only leave briefly to go to the bathroom or get food delivery at one of the building’s doors).

  • If you’re going to be leaving 2001 MLB or the MLB Building in general but will be back within 30 minutes, you must leave the key with the Service Center staff. Let them know you’ll be back. If you’re gone for longer than a half-hour, the room will be returned in the checkout system and made available for others to reserve/checkout.

  • You are responsible for the state of the room and the timely return of the key if the room is checked out to you, even if you leave early and have someone else return it.

  • If you don’t return the key to your room when you’re done with it, a Level 5 freeze will be placed on your account and you will be held accountable for the security of all the equipment in the said room until the key is returned.

• Students in particular classes may have after-hours access to the Media Rooms in the hallway across from 2001 MLB. Please click here to learn more. 

As long as the resources are returned on time, in the same condition you received them in, and you are not violating any University policies and practices, you will be able to take the equipment anywhere you need to use them. There are, however, some things to be aware of and adhere to if the following apply to you:

• If you are traveling via airplane: 

  • Any resources borrowed from LSA Technology Library must travel with you as carry-on luggage. Having it as checked luggage is a security risk and also risks damaging the equipment in the extreme temperatures of the luggage hold.

• If you are traveling internationally: 

  • Please let us know if you’re planning on taking the resources out of the country (even if you’re not flying). We will provide you with paperwork you can give to Customs if asked for it.

Hold for Course Reservations are when instructors reserve equipment for a multimedia project (video, audio essay, etc) in multiple reservations under the name of the class for a certain 72 hour period. Students can go to the Service Center on the designated day to pick up one of the orders and take responsibility for the equipment.

WHY to do a Hold for Course reservations rather than checking out everything yourself and distributing it to your students

You are responsible for any equipment checked out under your name, including late returns, damaged equipment, or missing/stolen items. If there’s an issue with any of the equipment, you are the one we’ll contact and you’ll need to coordinate with whichever student had the equipment to either return it or account for damaged/missing items (and while that situation is being resolved, your account will be automatically frozen and you won't be able to check anything else out).

Hold for Course Reservations allows you to make sure the equipment you want your students to use is set aside on a certain date while making it LSA Technology Library’s responsibility to distribute it and your students’ responsibility to pick it up and put the checkout under their names.

HOW to set up a Hold for Course reservation

If this is your first time doing a multimedia project, the first step would be to contact the Learning and Teaching Consultants (LTC) group through LSATechnologyServices@umich.edu to discuss the logistics of having a multimedia project for your students. You’ll also need to determine how many reservations you’ll need to make depending on how many students you have (depending on that number, you may need to split your Hold for Course Reservations among two or more dates).

Your consultant will set up a meeting with you, them, other LTC staff, and Technology Library staff to determine what equipment is best for the project. Once that is determined, you’ll need to decide on the 72 hour period in which you want your students to work on the project (or you think a majority of your students will be doing so) and we will schedule pick-up on the first day of that period.

Note: Many instructors choose a Friday-Monday period so their students can pick it up on Friday and work over the weekend.

If you’ve already done this multimedia project in your class and know what works, you can submit your request to the Technology Library at LSATechnologyServices@umich.edu with the equipment, the number of reservations needed, and the pickup date(s).

WHERE students pick up the reservation

You will decide which Service Center you’d like your students to pick up the equipment from (unless the equipment you want them to check out is only available at one location).

WHEN students can pick up the reservations

Anytime we’re open on the designated pickup date. They can also come in or call (734-615-0100, prompt 2) to claim a reservation and change the pickup date

WHAT to tell your students

Tell them:

• The date of pickup

• The Service Center they’re picking it up from

• That they should tell the Service Center staff they’re picking up a Hold for Course reservation, specifying the course and instructor’s name

• If they’re working in groups, tell them that one person will have to take responsibility for the equipment, including returning on time with everything in them

WHAT the students should expect when picking up a reservation

After giving the Service Center staff their course and instructor’s name, we will pull up one of the reservations, ask for their MCard, and change the name on the order from “Hold for Course” to their name. Then they will be asked to choose a return time within 72 hours of the time they picked up, as well as a phone number and whether they’ll be using the equipment on or off campus.

Your students can add or subtract equipment from the reservations they claim once they get the order under their own names.

Equipment loaned out from one Service Center, should be returned to that same Service Center (i.e. if a laptop was checked out at Mason G340, it must be returned to Mason G340). 

If there is an issue returning your equipment to its original location, please contact LSATechnologyServices@umich.edu and we will determine if an exception can be made.