Equipment Loan Program

The IT department at VetMed offers a range of loanable equipment to all Faculty, Staff, and Students. This guide will provide you with information about the loanable equipment program, the process for reserving and picking up a device, and the process for returning a loaned device.

Equipment Loan Program

The equipment loan program offers a variety of devices and accessories to all members of the College of Veterinary Medicine program. This program is managed by the College of Veterinary Medicine IT team. If you have questions, comments, or concerns that are not addressed in this article, please direct them via E-mail to

Who is eligible to use this program?

Equipment is available for check-out to all:

  • Faculty
  • Staff
  • Students

If you are a member of the above groups within the College of Veterinary Medicine, you are eligible to check out the equipment.

What equipment is available?

There is a variety of equipment that is available to check out under this program, including accessory items as well. These include:

  • Laptops
  • Projectors
  • Mobile HotSpots
  • Microphones
  • Web Cams
  • Optical (CD/DVD) Drives
  • External Hard Drives (HDD)
  • Laptop Bags
  • USB and Display Adapters
  • Chargers and Power Cables

How long can equipment be checked out?

Loaned equipment can be checked out for up to two (2) weeks from the pick-up date. Depending on circumstances, loans may be limited to a shorter time frame. In unique circumstances, equipment may be loaned out for a longer period of time, with the approval of the IT department.

What software is available on the laptops?

All loaner laptops come preinstalled with software that is universally necessary for the daily tasks of all eligible roles within the College of Veterinary Medicine. The preinstalled programs include, but are not limited to:

  • Microsoft Office 365 Suite
    • Word
    • Excel
    • PowerPoint
    • Outlook
    • Access
    • Publisher
    • OneNote
  • Skype
  • Microsoft Teams
  • Zoom
  • Internet Browsers
    • Chrome
    • Firefox
    • Microsoft Edge
  • Adobe Acrobat (PDFs)
  • VLC Media Player
  • Examplify
  • Solstice
  • Cisco VPN Client
  • VetStar and VADDS

In the event that additional software is necessary, that does not come preinstalled on the device, please include this information in your reservation (more information below) so that the IT team can attempt to accommodate your needs.

Can the devices be taken off University property?

Yes. Devices can be taken off University property. Please communicate this information to the IT team if you intend on taking the device off-site so proper setup can be performed. In the event that the device will be taken out of the country, these loans will need to be approved by the IT department. In some instances, region-specific variants of programs may be required in order for the programs to operate properly. Proper communication regarding the loanee's needs and the intended country of use will allow for the proper setup of the device and can reduce the likelihood that assistance will be required when abroad.

What are the Terms of Use for the Loan Program?

When checking out equipment, the loanee must acknowledge and agree to abide by the following terms:

I, the loanee, acknowledge that the above information is correct and accept reasonable responsibility for the care of all University property in my custody. I understand that if found negligent, I may be responsible to reimburse the department for the replacement cost of the loaned equipment.

The above statement must be acknowledged and agreed to in order to check out any equipment.

How do I check out a device?

You can check out equipment in one of two ways; Set a reservation or stop by the IT Office (SAC 240).

To set a reservation, you can fill out an equipment loan form via the link below. This will communicate your needs to the IT helpdesk team who will set aside a device for you if one is available. When you reach your expected pickup time, stop by the IT Office (listed above) and inform the IT helpdesk staff of your reservation equipment. If the IT helpdesk team needs additional information from you, they will reach out or discuss these needs with you when you pick up the device.

To pick up a device at the IT Office, you will need to provide some information to the IT helpdesk staff. They will gather the following information:

  • Your NetID
  • What type of device(s) you will need
  • What you will need the device(s) for
  • Where you will be using the device(s) (on-site or off-site)
  • When you will return the device(s)

Before leaving, the IT helpdesk staff will have you sign in to the computer to verify that you are not experiencing any technical issues with the device. If you are a student checking out a computer for use during an exam, IT staff may have you sign into Examplify to verify that you are able to access the software. If you are checking out a computer for use off-site, you will need to sign into the device before using it off-site, otherwise, you will not be able to sign into the device and use it. It is recommended that you plan to spend 5-10 minutes picking up the device so that you can verify with the IT staff that you are not experiencing any issues.

Returning equipment:

Once your loan has reached the return date, and you are ready to drop the device off, stop by the IT Office (SAC 240) again. You will need to provide your NetID along with the device. Providing the NetID will assist the IT staff in locating your loan form and updating the status to reflect that your device was returned.

If your return date arrives and you still need to use the device, you should reach out to the IT staff to communicate the need to extend your loan to a later date. You can stop by the I Office or send an email to

Keywordsloan, borrow, check out, rent, policy, use, laptop, hotspot, hot spot, jetpack, jet pack, charger, external, external drive, power cable, microphone, webcam, web cam, mouse, keyboard,   Doc ID78536
OwnerAlbert D.GroupUI College of Veterinary Medicine
Created2017-12-05 11:03 CSTUpdated2023-05-30 08:35 CST
SitesUniversity of Illinois College of Veterinary Medicine
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