Loaner Computer and Device Policy

Purpose

To ensure the effective management, availability, and security of temporary computing equipment, Green Bay Information Technology (GBIT) provides loaner and rental devices for approved university business purposes. This policy establishes eligibility requirements, request procedures, user responsibilities, and equipment handling standards.

Scope

This policy applies to all UW-Green Bay departments, faculty, and staff requesting temporary use of university-owned computers and devices through the Information Technology Department.

General Requirements

  • All loaner and rental devices remain the property of UW-Green Bay.
  • Devices must be used only for approved university business purposes.
  • Devices may not be relocated, transferred to another user, or moved to a different location without prior authorization from IT.
  • Departments and users are responsible for protecting devices from loss, theft, damage, or misuse while in their possession.
  • Lost, stolen, or damaged devices may result in repair or replacement costs being charged to the responsible department.

Loaner Devices

Description

IT maintains a limited inventory of loaner laptops for short-term use. Loaner devices are available on a first-come, first-served basis and are subject to availability.

Eligible Uses

Loaner devices may be issued for the following purposes:

University Business or Events

Departments conducting university business, events, orientations, training sessions, or activities requiring temporary access to multiple laptops may request loaner devices.

Examples include:

  • New student orientation activities
  • Event registration and attendee check-in stations
  • Temporary instructional or training activities
  • University-sponsored programs involving non-UWGB participants

Forgotten Device

Faculty and staff who forget their assigned laptop may request a same-day loaner device.

  • Loaner devices issued for a forgotten laptop must be returned by 4:30 PM on the day of checkout.
  • Failure to return the device by 4:30 PM may result in a $55 rental fee being charged to the requesting department.

Request Requirements

  • Requests should be submitted at least 24 hours in advance whenever possible.
  • Same-day requests for forgotten devices may be accommodated based on availability.
  • Requests must include:
    • Requester's name and contact information
    • An individual or group requiring the device
    • Business purpose
    • Duration of use
    • Requested pickup and return dates

Loan Periods

  • Temporary Loaner: One business day
  • Extended Loaner: Up to four weeks, subject to approval and device availability

 

Staff Loaner Laptop Request Service in TDX

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