Room Booking

Laptop Loan Service

Overview

The Laptop Loan service provides 12 MacBook Air laptops to students via self-service lockers on a short term basis.  It is currently in a phase.

When using this service please consider the below:

Please provide feedback on your experience of using the laptop loan service via the link on the desktop of the loan laptop.

  • If the laptop is not returned you will be liable for late fees or the full cost of the laptop under the terms and conditions of the loan.
  • This laptop has been loaned to you on a short term basis (up to a maximum of 4 hours) and should be returned to its locker by the end of the loan or by 22:00 if it has been loaned after 18:00.

  • You are responsible for the laptop until the loan is complete (i.e. the laptop returned to the locker, the power lead attached and the locker door closed).
  • Save any work to your network drive which can be accessed via the shortcut on the desktop, a personal external drive or cloud storage.
  • If you encounter any problems with the use of this laptop please contact the IT Service Desk on 01202 965515.
  • Please login with your Bournemouth University username and Password.
  • Do not save anything to the laptop as it will be deleted when the machine is restarted.
  • Please remember to log out of the laptop before returning it
  • Do not remove this laptop from Talbot Campus.

To loan or return a laptop students will need to go to the locker terminal on the ground floor of the Student Centre on Talbot campus and follow the onscreen directions.

To loan a laptop students will need to follow the steps below:

Press the borrow button on the touch screen of the terminal

Scan the barcode on their student ID card

Accept the terms and conditions

Rescan their card on the bank of lockers

Open the assigned locker (which will be flashing)

Unplug the power lead connected to the laptop

Take the laptop

Close the locker door

To return a laptop students will need to follow the below steps:

Press the Return button on the touch screen of the terminal

Scan the barcode on their student ID card

Open the assigned locker (which will be flashing)

Place the laptop in to the locker

Connect the power cable

Close the locker door

Confirm the LED next to the locker shows red.

Note: The loan will not be complete unless the power cable is connected to the laptop prior to the locker door being closed.  If the cable has not been connected and the door has been closed the LED next to it will not be lit.

To connect the power after returning a laptop and closing the door students will need to:

Return to the terminal

Click the Return button

Open the flashing locker (it will be the one to which the laptop was returned to earlier)

Plug in the power cable

Close the locker door

Confirm the LED next to the locker shows red.

 

 BOURNEMOUTH UNIVERSITY LAPTOP LOAN SCHEME
TERMS AND CONDITIONS

1. Introduction - about the service

Bournemouth University (BU, we or us in the rest of these Terms and Conditions) is trying out a laptop loan scheme. We may expand, reduce or stop the scheme without liability to you.

We issue specially configured laptop computers to students on short-term loan using the LapSafe system. We do this both to help you with course work and for your personal, non-commercial use.

The loan period is four hours. In practice, however, for loans at 18:00 or after the loan will be shorter since the laptop must always be returned to the Student Centre before 22:00. It is your responsibility to note the time of your loan.

You should not save any work to the laptop, but use your H-Drive or (where appropriate) removable or cloud storage instead.

We hope the laptop loan scheme will be helpful. The loan period is deliberately short so that as many students as possible can benefit from it. We loan laptops ‘as available’, and we cannot guarantee that a laptop will be available when you want to borrow one. You should not rely on a laptop being available for you to use. Please note that a laptop loan counts in your Library materials loan allowance of 12 items. If you already have 12 items on loan, you will need to return one to the Library to be able to borrow a laptop.

Damage to a laptop or failure to return it when due will affect other students. Please consider the impact of your actions. We may require you to pay us for loss of, or damage to, a laptop, and you may incur fees – potentially including the cost of a new laptop - for late return. In addition, we may take disciplinary sanctions against you for loss, damage or late return. Further details are below.

2. Agreement

By borrowing a laptop using the LapSafe system we deem you to have agreed the following with us:

  • you are the student whose card is used to access the LapSafe locker containing the laptop. We will regard any breach of this confirmation as fraud;
  • you will use reasonable care to look after the laptop while it is on loan to you;
  • you are responsible for the laptop while on loan to you, including any overdue period;
  • you are not to transfer the equipment to anybody else or take it off Talbot Campus (including the Student Village);
  • you are not to use the laptop for any commercial purpose and will comply with our prevailing rules, policies and procedures on acceptable use of BU’s information technology facilities. As explained in paragraph 11 of your Student Agreement (see https://www1.bournemouth.ac.uk/students/help-advice/important-information), if you do not comply with these, we may apply sanctions, and we may stop you accessing resources;
  • we may apply sanctions, including late return fees, to you for late return, loss (including by theft) of or damage to a laptop; and
  • you will comply with the rest of the Terms and Conditions set out below.

Your agreement is between you and us and will continue until the laptop is returned and all your liabilities (if any) are settled.

3. Contact us

Our IT Service Desk is happy to help with any questions you may have around the practical aspects of the loan and in case of any problem with the laptop. You can phone them on 01202 965515, raise a ticket or chat online at https://bournemouth.service-now.com/

4. Loan period, condition check, location and return

You may borrow available laptop using the LapSafe system when the Student Centre is open (08:00-22:00).

You must not take the laptop away from Talbot Campus (including the Student Village).

The loan period is four hours. Please note the time of your loan. You cannot renew the loan, but - if available - you can borrow another laptop once you have returned the laptop loaned to you. To avoid abuse, we may disable the laptop after the loan period ends.

If you borrow a laptop at or after 18:00 you will need to return it before the end of the loan period, since the Student Centre closes at 22:00.

You must visually inspect the laptop when you take it from the LapSafe locker. This includes opening it to check the screen and keyboard. You must:

  • immediately report any damage beyond minor scratches to the outside case to the IT Service Desk on 01202 965515, noting the specific damage; and
  • if advised to do so by the IT Service Desk, immediately return the laptop to the LapSafe locker. You may then borrow an available undamaged laptop as normal.

5. Reasonable care

You must use reasonable care to look after the laptop while it is on loan to you, including any overdue period. We do not have an exhaustive list of what this means, but we will act reasonably in deciding whether with loss (including by theft) or damage you have used reasonable care.

To help you, however, reasonable care includes, but is not limited to:

  • not leaving the laptop unattended;
  • not using any sharp object near the screen;
  • not using the laptop outside in wet weather, using reasonable care to avoid liquid spills onto the laptop, not using the laptop on or over any wet surface; and
  • not using the laptop unless either standing at a flat surface on which you have put the laptop or seated. For your own safety, and to avoid damage to the laptop, do not use the laptop while mobile.


You must not transfer the laptop to anybody else. We will hold you responsible for the laptop until it is returned to the LapSafe locker. Even if the laptop is returned on time and undamaged in these circumstances, we may take action under the Student Disciplinary Procedure if you have breached this rule. This is because you will have put our equipment at risk.

6. Overdue fees and restrictions on borrowing

General

If you do not return the laptop at or before the end of the loan period we will charge you an overdue fee and may take other sanctions.

The LapSafe system will make it clear when you borrow the laptop when the loan will end. Please make a note of that time. We will issue email reminders and notices to your BU email account before your loan ends and after it ends.

We reserve the right to disable the laptop after your loan ends, so that you cannot continue to use it in breach of these Terms and Conditions.

We will consider any mitigating circumstances before we pursue overdue fees, but given the short-term nature of the loan we would expect any such circumstances to be exceptional. Returning the laptop does not release you from any fees incurred by the time the laptop is returned.

Restrictions on borrowing

For technical reasons, the fees for late laptop loan are linked with those for late library loans.
Subject to mitigating circumstances:

  • you cannot borrow a laptop or library materials if you owe more than £20 in fees for either library or laptop loans; and
  • we will not allow you to borrow another laptop if you have an outstanding laptop loan.

What we will charge you

We will charge you:

  • £5 if the laptop is not returned to the LapSafe system by 24 hours after your loan ends;
  • a further £25 (total £30), if the laptop is not returned to the LapSafe system by 72 hours after your loan ends. Please note that this will affect your ability to borrow library materials even if you don’t owe any library overdue fees.
  • the full cost of a replacement laptop plus the £30 fee (to cover our administration) if the laptop is not returned to the LapSafe system by 96 hours after your loan ends.


We charge the replacement cost because we will order a replacement laptop to keep the planned number of laptops available for loan. Please consider the impact of your actions. To minimise your potential liability, you should return the laptop even if you may have difficulty paying the fee at the point of laptop return.

You can pay any overdue fees incurred at the self-service machines or Help Zones in The Sir Michael Cobham Library or Bournemouth House Library. You will need to pay the laptop replacement cost (if applicable) via the Cash Office on either campus – see section 8 below.

Other sanctions
In addition, we may apply disciplinary sanctions – see section 10 – for failure to return a laptop on time. We may combine this with the charges above. In particular, repeated failure to return a laptop on time, but less than 24 hours late is likely to result in disciplinary action against you. We will consider all the relevant circumstances before applying disciplinary sanctions.

7. Damage, loss and theft

You must take reasonable care of the laptop while it is on loan to you.

Other than minor scratches to the surface of the laptop, we will presume any damage not reported immediately following the visual inspection (see section 4 above) is because you have not taken reasonable care.

Reporting

You must contact the IT Service Desk on 01202 965515 immediately if you damage or lose the laptop or if it is stolen from you. This is so we can:

  • advise you of the action to take – for example, it may not be safe to continue to use a laptop with a damaged screen; and
  • take any necessary action ourselves – for example, locking, tracking or remote wiping the laptop and liaising with the Safer Neighbourhood Team at Dorset Police.

You must report theft of the laptop to Dorset Police immediately and provide us with the crime number when you receive it. In normal circumstances, you should use the non-emergency number 101 or, preferably, report online.


Paying for damage or loss

We may require you to pay for damage to the laptop, losing it or a replacement if it is stolen. If you have used reasonable care to prevent any of these, we will not pursue you for the costs of repair or replacement. So, look after the laptop.

Insured loss

We will not pursue you for repair or replacement costs that are covered by our insurance. This means we may still ask you to pay any insurance excess.

Uninsured loss

Where insurance does not cover the loss, we will consider all the relevant circumstances before deciding whether you need to pay for a repair or replacement laptop or pay the excess. We may decide that you only need to pay for part of the cost, or exceptionally none of it.

We will not charge for repair where:

  • repair would cost more than replacement;
  • we reasonably consider repair is unlikely to be satisfactory to future users, including any increased likelihood of future failure of the laptop; and
  • parts availability or the difficulty of repair would lead to the laptop being out of service for what we reasonably consider an excessive time. 

In these circumstances, we will consider all the relevant circumstances before deciding whether you need to pay for a replacement laptop. We may decide that you only need pay part of the cost, or exceptionally none of it.

Where IT Services undertake repair that we will charge to you, we will charge repair at £25 per hour plus parts at cost to us. Third-party repair will be charged to you at cost to us (including diagnostic costs), plus a £50 administration charge. That administration charge covers the initial assessment; identification of third-party repairer; getting the laptop to and from the third party; and paying the third-party invoice.

In certain exceptional cases, it may that a laptop is found not to be repairable. In those cases, you are still potentially liable for the cost of replacement. If this is to be charged to you, in whole or part, we will not seek to recharge our or the third-party diagnostic costs or the administration charge.

You will continue to owe any fees for late return.

As well as the above, we may apply disciplinary sanctions for loss of or damage to a laptop resulting from a lack of reasonable care.

8. Paying the overdue fees or for loss or damage

Paying the overdue fees

You can pay any overdue fees incurred at the self-service machines or Help Zones in The Sir Michael Cobham Library or Bournemouth House Library.

You will need to visit the Cash Office on either campus to pay the invoice for repair and/or replacement, including the case where you have not returned the laptop by 96 hours after the end of the loan.

If you are likely to have any difficulty paying the invoice in a lump sum, you should contact the Finance department as soon as possible to see if payment by instalment will be possible. The decision made about paying, or repayment plans for, any debts is at the discretion of the Director of Finance and Performance and /or a delegated officer. You may complain under the Students Complaint Policy and Procedure if you disagree with any such decision (see section 12 below). If you do not keep up payments under a repayment plan the debt will immediately become payable in full.

If you do not agree with the debt, you should contact the Finance helpline on 01202 961600 or email fees@bournemouth.ac.uk as soon as possible, providing full details of why you do not agree. If the dispute is not resolved, you can complain under the Student Complaints Policy and Procedure (see section 12 below). We will not apply sanctions or take action to recover the debt while we deal with your complaint.

Otherwise, if you do not pay the invoice sum by the stated date, the University may refer the debt for collection. This may result in court action being taken against you to recover the debt. If the University’s Finance department refers recovery to the University’s external solicitors and/or debt collection agents, you may also be liable for extra costs incurred as a result of any enforcement action taken. These costs could include interest, debt collection agency fees, search fees and legal costs. If the matter goes to court and judgment is against you, the County Court Judgment recorded against you may harm your credit rating.

9. Laptop security and saving your work

For your security, and for operational reasons, the laptops available for loan through the LapSafe system are configured so:

  • only apps on the BU-controlled app store can be downloaded to the laptop; and
  • the laptop can be remotely disabled.
  • You should never save your work to the laptop that is on loan to you. This is so that:
  • other users cannot access any material you have saved; and
  • you can retrieve the information when your loan ends. 

We recommend that you save any BU-related work to your H-Drive. You can also back up your work to a removable storage drive or your preferred and reputable cloud storage service, e.g. Dropbox, OneDrive, Amazon, GoogleDrive, iCloud etc. Please remember to protect via encryption if your work is of a sensitive nature. You must not save any Bournemouth University materials, for example lecture hand outs, anywhere but the H-Drive.

10. Withdrawal of loan privileges and disciplinary action

In exceptional cases, BU may decline to loan a laptop to you if you have a track record of damaging, losing or failing to return laptops or other loan equipment. An example of the latter is that loaned by the Faculty of Media and Communication.

We will consider your needs against the needs of other students, in particular the likelihood that a loan to you may result in equipment becoming unavailable to others. Normally, however, the Student Disciplinary Procedure will deal with repeated abuse of the loan scheme. For more information, see the Student Disciplinary Procedure - www.bournemouth.ac.uk/thelegal-bit, under Conduct and Welfare.

IT Services will normally warn you in advance by email if we are considering withdrawal of loan privileges.

11. Using your personal data and communicating with you about your loan, including any fees

Data that you input into the LapSafe system may be shared with Capita Business Services Limited, company number 02299747, and Lapsafe Products Limited, company number 7084793, to enable provision of this service. We may also share your personal data with any third party to whom we refer debt collection.

It is important you keep your address details up-to-date, via the student portal, so that you receive communications about your loan, including any fees or other charges.

  • Electronic communications will normally be sent to your BU email address. However, we, and any party to whom we refer debt collection, may send electronic communications to any private email address you have supplied to us. We expect you regularly to check your BU email address for messages.
  • When communicating with you about fees and charges, we will normally post any letters to your term-time address during standard term times and to your home address at other times. However, we, and any party to whom we refer debt collection, may send letters to either or both addresses where believed appropriate. 

We do not routinely track the laptop’s location while it is on loan to you. We reserve the right to use tracking in what we consider suitable circumstances in the light of your reasonable privacy expectations. This may include:

  • where we suspect abuse of the laptop loan, for example taking the laptop away from Talbot Campus; and
  • to find out the laptop’s location when you do not return it on time or report it lost or stolen.

For more information on use of your personal data, please see BU information on data protection available here: https://www1.bournemouth.ac.uk/about/governance/access-information/data-protection-act-1998-dpa-and-privacy-policies.

12. Complaints

If you have a complaint about the laptop loan, including any charge for late return, loss or damage, please follow the procedure in our Student Complaints Policy and Procedure (see www.bournemouth.ac.uk/the-legal-bit, under Complaints).

Most complaints can be resolved by an informal discussion with an appropriate member of staff. You should start by raising the matter with the IT Service Desk on 01202 965515. You need to provide evidence, which should be as detailed as possible, to enable investigation. If your complaint is not resolved informally, you should complain within one month by email to compandcomp@bournemouth.ac.uk with the subject heading “Complaint”. The BU will not normally consider a complaint you make later than this.

 

Available to: Students

Contact

Please contact the Service Desk with any issues using the following contact details:

Telephone 01202 9 65515
Raise a ticket or Chat online with a service desk representative at
https://bournemouth.service-now.com