IT Checkout Program – Terms and Conditions

1. Equipment Use Agreement 

At Checkout 

  • A Service Desk Associate and the user will verify that all equipment is present and functioning. 

  • Any discrepancies in condition or missing items must be reported before leaving the Service Desk. Issues raised after checkout will not be honored. 

At Check-In 

  • Items returned damaged will be considered broken while in your possession. 

  • Items or accessories not returned will be considered lost. 

  • You have two (2) business days to return any missing accessories (e.g., a power cord left at home) without incurring fees. (See section 4 for fee information)

  • Items not returned within twenty (20) business days after the semester ends will be considered lost and subject to replacement fees. (See section 4 for fee information)

2. Liability 

  • You are financially responsible for:  

  • Any damage to equipment. 

  • Any lost or unreturned items. 

  • All applicable fees as outlined below. 

  • If equipment is lost or damaged, the related charges will be added to your UWSP Student Bill or Department account and pursued by the University without exception. (See section 4 for fee information)

3. Data Responsibility 

  • While you may save files locally on the device, this is not recommended. 

  • All data is removed after devices are returned to the service desk. 

  • The Service Desk is not responsible for any data left on the devices after they are returned. 

  • Use OneDrive, other cloud storage systems, or removable media to ensure your data is copied to another location. 

4. Failure to Pick Up Repaired Devices 

  • If you are using a loaner device while your personal device is being repaired:  

  • You will be notified via email or phone call when your device is ready. 

  • After 3 contact attempts , a $5 per day holding fee will be applied until the repaired device is picked up. 

5. Fees 

Situation

Fee 
Late return  $15 per item, per business day 
Lost, not returned, or broken items  Replacement or repair cost + $25 processing fee 
Excessively dirty or odorous equipment  $30 cleaning fee 
Late pickup after repair (See section 4) $5/day holding fee (after 3 failed contact attempts)
Additional Fee Policies: 

  • If late fees exceed the cost of the item, you will be billed for the replacement and processing fee. At that point, the item is considered non-returnable and no further action will be taken to recover it.

  • Fees for lost, broken, or late items are non-negotiable and will appear on your student bill or billed to your department. 

6. Theft of Service Desk Equipment 

  • If equipment is stolen while in your possession, immediately:  

  • Contact the Service Desk at 715-346-4357. 

  • If on-campus, notify Protective Services at 715-346-3456. 

  • If off-campus, report the theft to local law enforcement. 

  • You will be required to provide a police report for any claim of theft. 

7. Emergency Recall Clause 

  • The Service Desk reserves the right to recall any loaned equipment at any time for inventory, maintenance, or administrative reasons.

8. Usage Restrictions

  • Equipment may not be used for cryptocurrency mining, illegal file sharing, or any activities that violate the UWSP Acceptable Use Policy.

9. Tampering and Unauthorized Repairs

  • Users may not open, disassemble, or attempt to repair any Service Desk equipment. Doing so many result in additional charges and loss of checkout privileges.

10. Extenuating Circumstances

  • In cases of documented emergencies (e.g., hospitalization, natural disasters, dangerous weather conditions), return deadlines and fees may be waived at the discretion of the Service Desk.

11. Suspension of Privileges 

  • Failure to follow the Terms and Condition or the policies laid out may result in temporary or permanent suspension of checkout privileges.
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