employees / Business Services / Equipment Loans

Equipment Loans

At times, employees request to bring non-college-owned equipment, tools or components onto college property for a specific time period. The equipment may be owned by an approved college vendor, a third party, personally by the college employee or by the business of the college employee.

The request for an equipment loan may be for various reasons including:

- Evaluation prior to a purchase decision
- Enhance academic instruction
- Add value to a program
- Satisfy a customer's training requirements
- Demonstration purposes

The first step is to determine whether the loan is necessary. The intent of this process is to manage the risk to the college relating to hazardous materials, electrical requirements and operational safety. It is also necessary to define responsibility when accepting a loan of equipment from an outside third party.

How it works

When non-college-owned equipment is brought on college property, there are issues relating to its care, custody and control. The lender must be made aware that they are responsible for transportation charges, transit insurance and all loss or damage to the equipment while in-transit to and from the college. The college needs to ensure the equipment is safe, that it can be installed and used within the constraints of the facility, and that both the college's and the lender's responsibilities and liabilities are clearly defined.

An Equipment Loan Agreement must be completed in its entirety and approved by the Associate Dean or Director prior to bringing non-college-owned equipment onto college property. It is the responsibility of the Associate Dean or Director to review any facility issues with Facilities Management prior to granting approval. The lending agency or individual must receive a signed copy in advance of shipping the equipment. The Associate Dean or Director will retain a copy and forward a copy to Facilities Management.

Frequently asked questions

Why do we have to fill out this paperwork?

As a matter of risk management, insurance and liability, Delta must be aware of and have the ability to track non-college-owned equipment. The paperwork is simple to complete and is handled within your division/department.

Do I have to complete this form if I bring in one of my own paint brushes or a screwdriver?

The procedure is based on common sense and the reasonableness test. You can evaluate whether the form is needed based on the dollar value of the equipment, operational safety, equipment operator, need for electrical/plumbing or network connections or hazardous materials content.

I own a business and teach at the college. My business owns a “widget” that students in my class have never seen. Can I bring it in and show them?

It is up to your Associate Dean/Director to approve bringing the “widget” on campus. Complete the Equipment Loan Agreement and explain why you believe the “widget” would be beneficial.

Through ITAC I am requesting the purchase of a new simulator. Can I accept a vendor loan of a simulator for a 30-day test before we purchase?

When a vendor offers you an opportunity to test a product prior to purchase, you must contact the Purchasing Department. Purchasing will work with you to incorporate a product test evaluation into the request for quote process to ensure all vendors are treated fairly and the test becomes part of the open, competitive procurement process.

What if I don’t know how long I will need the equipment?

Use your best estimate. If an extension is necessary, update the form for your Associate Dean/Director approval.

ABC Hydraulics wants to lend us a lift but they cannot afford the shipping costs. Can I agree to pay shipping?

Associate Dean/Director approval is needed to ensure budget dollar availability – then contact the Purchasing Department.

Are there any guidelines about what kinds of equipment can be brought on campus?

Your Associate Dean/Director can help you to determine if the loan is necessary based on a test of reasonableness. You may also contact the Purchasing Department.

A vendor would like to donate equipment as an additional learning opportunity for my students. Can I accept it?

All donations to the college must be approved by the Foundation Office. Check with your Associate Dean/Director for approval prior to contacting the Foundation Office.

A vendor wants to loan us old compressors that would offer students a chance to learn about repairing them from a different brand. He doesn’t want the compressors back when we're done.

Compressors often contain hazardous materials and require specific, and sometimes costly, disposal procedures. Equipment of this nature requires greater consideration for approval/acceptance.

The Equipment Loan Agreement requires a witness to verify the condition of the items loaned. Who should that be?

The witness must be a Delta College faculty or staff member who has general knowledge of the equipment/component, its operation and basic safety requirements.