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.

Rental Devices

Description

Rental devices are intended for temporary assignments requiring a UW-Green Bay-owned computer for an extended period.

Rental devices are not intended to replace the standard device replacement process or serve as permanent computing solutions.

Eligible Uses

Rental devices may be approved for the following situations:

• LTE appointments or temporary positions lasting less than six months.
• Employees with an approved medical accommodation or authorized remote work arrangement who only have a desktop computer assigned to them.
• Visiting scholars from other institutions who require access to a UW-Green Bay-owned device while conducting university-related activities.

Approval Requirements

• All rental requests must be submitted through the IT Purchasing process.
• Requests are reviewed and approved by Endpoint Services staff.
• Approval is subject to device availability and business justification.

Rental Period

Rental devices may be approved for a period of one to six months.

Requests exceeding six months may require an alternative purchasing or assignment solution and will be evaluated on a case-by-case basis.

Device Relocation and Handling

To maintain asset accountability and prevent damage:

• Users, departments, and event organizers may not disconnect, transport, relocate, or reassign loaner or rental devices without prior IT approval.
• Any required relocation must be coordinated through IT.
• Unauthorized movement of devices may result in support charges, repair costs, or replacement charges being assessed to the department.

Financial Responsibility

The borrowing department or assigned user may be held financially responsible for:

• Lost or stolen devices
• Damaged equipment resulting from negligence or misuse
• Missing accessories, including chargers, docking stations, and peripherals
• Repair or replacement costs associated with unauthorized relocation or handling
• Applicable fees resulting from overdue returns