Laptop Loan Procedure Standardization

Laptops loan procedure:

1. Laptops are due on the last day of each semester.  Renewal will be allowed from Summer to Fall and from Fall to Spring if students are enrolled in the following semester.
2. All laptops will be collected at the end of Spring semester for maintenance and inventory.  No renewal is allowed.
3. Laptops will be put into circulation immediately after they are checked/updated and inventoried.  Applications for summer loans will start to be processed one week before summer semester starts.

Laptops maintenance:

1. After spring semester ends in early May, IT will come to the library to collect the returned laptops for maintenance at least once a week, or as needed.
2. IT will return the laptops to the library after checking and updating the laptops.  The turnaround time will not exceed two weeks.

Laptops Inventory:

1. Inventory will be conducted at intervals as required by the VCCS.
2. Inventory will be performed in the summer after all laptops are returned at the end of the Spring semester and will be completed by July 31th of the current year.
3. The Fixed Assets Coordinator will come to the library once a week to audit/scan the laptops that have been received in May. 
4. In cases where laptops aren’t physically on campus, the Fixed Assets Coordinator may occasionally conduct inventory based on library’s records as needed.

Picking up/dropping off Laptops:

1. Library staff fill out and print out form 65-0008 (Fixed Asset Location Change Form) for the laptops they have assigned to IT for maintenance. 
2. IT staff will verify the laptops included on the list.  Both the library staff and the IT staff will sign off on the form.
3. Library staff will scan the original signed copy of the form and email it to the Fixed Assets Coordinator.
4. When returning the laptops, IT will be responsible for creating a new 65-0008 form to indicate laptops are being returned to the library.  Both the library staff and IT staff will sign off on the form again, and IT can email it to the Fixed Assets Coordinator.