Policies
Contents
Eligibility
Only University of Washington (UW) Seattle campus students who are registered for the current academic quarter and pay both the Services & Activities (SAF) and Student Technology (STF) fees as part of their tuition are eligible to check out equipment from the Student Technology Lending Machine (STLM). UW Bothell and UW Tacoma students should consult their respective campus resources for similar services.
UW Identification Required
A valid, UW Husky Card is required to enter the reservation area, room 18, and is recorded for security purposes. A UW student number is required along with a to be kept on file to reserve SSW STLM equipment.
Student Code Of Conduct
Students are required to follow the Student Conduct Code for the University of Washington while using the program. Violations of the Student Conduct Code may result in restrictions from the program.
Accessibility
Use of the SSW STLM is a free program that helps support the academic technology needs of students by eliminating barriers to technology access. SSW’s STLM services are intended to be inclusive and accessible to all eligible students. Please email sswtech@uw.edu for accommodations connected to a disability or health condition. Requests can be responded to most effectively if received at least seven (7) business days in advance.
UW Disability Resources for Students (DRS) provides additional services for students and they may be reached by emailing uwdrs@uw.edu or calling 206-543-8924 (Voice & Relay) or 206-616-8379 (Fax).
Availability
Equipment is made available to students on a first-come, first-served basis. All SSW STLM support office locations are subject to closure on weekends without notice, UW holidays, and quarterly break periods.
Advance Reservation
Advance reservations of equipment will not be accepted at this time. As a self-serve system, all equipment is made available on a first-come, first-served basis. The only option available is an In-person, same-day reservation of equipment at this location. Equipment inventory may be limited.
Loan Periods
The Equipment loan period is up to 14 business days. Weekends and UW holidays are not counted. Equipment reservations over quarter breaks are allowed depending on availability.
Unanticipated Closures
During instances where UW has suspended operations (due to inclement weather, etc.), The SSW STLM office location will remain closed. Equipment due to be returned while operations have been suspended will not be counted as late. Reservation check-outs and returns will resume once UW has returned to normal operations. Reservations that would have been checked out during suspended operations will be adjusted to the next business day under normal operations; however, the return date will not be equally extended. Please visit the UW Alert page to sign up for automatic announcements regarding suspended operations and other campus emergencies.
During other times when the SSW STLM office location experiences an unanticipated closure or modified business hours, an announcement will be posted to the SSW STLM website. Consideration will be given on a case-by-case basis to students attempting to check out or return equipment during these times.
Additional Limitations
- Equipment is made available on a first-come, first-served basis.
- While multiple equipment items may be checked out in a single reservation, only one of each equipment type may be checked out at a given time (e.g.: one laptop and one web camera, etc.).
- Equipment must be returned before making a new reservation for the same equipment type. Pending availability, the same equipment type may be reserved and checked out as early as the following business day (applies to both advance and same-day reservations).
- Due to equipment turnaround procedures, the same exact piece of equipment will not be reissued for subsequent reservations.
- Reservations will not be renewed – equipment must be returned by the specified due date.
Equipment Checkout/Return
Check Out
Changes to equipment cannot be accommodated at the point of checkout. Any necessary changes should be requested in advance by emailing sswtech@uw.edu.
Return
Students must return equipment to the same location and into the STLM from which it was checked out. Equipment may be returned at any time. Additionally, equipment must be returned in the same condition as when it was checked out. Equipment not returned in the same condition and/or missing components will be subject to the Damaged/Lost Equipment policies listed below.
Taking Equipment Out of State
Students planning to take equipment out of state for professional and scholarly efforts need to make arrangements to do so ahead of time by emailing sswtech@uw.edu at least two weeks in advance.
Late Returns (Non-compliance warningS)
(1-16+ Business Days Late)
Non-compliance equipment returns take place when it is not returned by the specified time. Students who do not return equipment by the specified time on the second business day will incur a non-compliance penalty as follows:
- 1-5 Business Days Late: Restriction from the program for 1 business week
- 6-10 Business Days Late: Restriction from the program for one month
- 11-15 Business Days Late: Restriction from the program for one academic quarter
- 16+ Business Days Late: Students will be assessed either holds on their registrations for future quarters until the fine is paid or for graduating students a fine will be assessed with possible collections if not repaid timely.
Damage, Loss or Theft
Students borrowing SSW STLM equipment are required to immediately report damaged, lost, or stolen equipment items. Students must return all damaged or remaining equipment items in person (or, for select items, request a prepaid return shipping label if outside the Seattle area).
Students will be held responsible for loss or damage to equipment and components while in their possession. Please inform SSW STLM staff as soon as possible by visiting an office location, calling, or emailing sswtech@uw.edu. In most cases, damaged or lost equipment will be processed as follows:
- Replacement Under $250: Replacement of equipment valued under $250 does not meet the threshold for filing a claim under the UW equipment insurance policy. As such, the student will be responsible for paying all charges plus applicable state sales tax and university Institutional Overhead Charge (IOC). Payments will only be accepted in the form of credit card, check or money order. Payment plans are available with prior SSW STLM team approval.
- Repair/Replacement Over $250: In most cases, equipment repair or replacement valued over $250 meets the threshold for filing a claim under the UW equipment insurance policy. If approved, the student is responsible for paying a $250 deductible while the remaining portion will be covered by the UW equipment insurance policy. Payments will only be accepted through check, or money order. Payment plans are available with prior SSW STLM team approval.
Credit Card Payments
Credit card payments are not accepted at this time. Checks and money orders must be made payable to “The University of Washington” for the exact amount owed and submitted in person as noted above or via US Mail when addressed as follows: University of Washington School of Social Work, 4101 15th Avenue NE Seattle, WA 98105-6250.
STLM Program Rights to Inspect
The program reserves the right to fully inspect equipment up to three (3) business days after the date of return to assess charges for cleaning, replacement of missing parts, and/or repair of damaged equipment. SSW STLM staff will communicate the charges due after this assessment.
Loss of Privileges
The accumulation of three (3) Equipment Recovery notices and/or Equipment Claims invoices totaling $400.00 or more will result in the permanent revocation of student borrowing privileges. Unpaid Equipment Claims invoices will also result in the permanent revocation of student borrowing privileges.
Failure to comply with STLP notices and/or policies is a violation of the UW Student Conduct Code under WAC 478-121-130 and is subject to reporting to the office of Community Standards & Student Conduct (CSSC). Student information may be shared with CSSC in accordance with our privacy policy.
USE and Privacy
Acceptable Use
Students are expected to follow all Univeristy of Washington requirements including all applicable Administrative Policy Statements related to appropriate use, privacy, and security to name but a few when lending this equipment.
Student Disclosure of Use
Students participating in the program do not have to disclose the purpose for which they plan to utilize SSW STLM equipment during lending periods. Students may check out equipment for any legitimate purpose and may remove the equipment from the UW Seattle campus.
Data Deletion Warning
All data, software, profiles, passphrases, and other information stored on laptops, portable hard drives, and removable media will be erased upon return. SSW is not responsible for the loss of data left on a device.
Privacy
Except in cases where the equipment is reported as lost or stolen, or simply not returned, we will not release your information to anyone else nor will we use your information for any reason other than contacting you regarding your reservation.
Biometrics Policy
The University of Washington School of Social Work (SSW) is committed to protecting the privacy and security of individual biometric identifiers in compliance with Washington State Law RCW 40.26.020. This policy outlines the guidelines and procedures to ensure the lawful collection, use, storage, retention, and sharing of biometric identifiers by SSW.
Notice and Consent:
1.1. SSW shall not collect, capture, purchase, or otherwise obtain biometric identifiers without providing prior notice to individuals and obtaining their consent.
1.2. The notice provided to individuals shall specify the purpose and use of the biometric identifier.
1.3. The consent obtained must be specific to the terms of the notice and shall be recorded and maintained by SSW for the duration of the retention of the biometric identifier.
Use, Storage, and Retention:
2.1. Biometric identifiers obtained by SSW shall not be sold.
2.2. Biometric identifiers may only be used consistent with the terms of the notice and consent obtained, or as authorized by law.
2.3. Sharing of biometric identifiers shall be limited to the following conditions:
a) Sharing is necessary to execute the purposes of collection, consistent with the notice and consent obtained, or as authorized by law.
b) Sharing is explicitly specified within the original consent.
Security and Privacy:
3.1. SSW shall establish security policies to ensure the integrity and appropriate confidentiality of biometric identifiers.
3.2. Biometric identifiers shall be addressed in SSW’s privacy policies.
3.3. SSW shall retain biometric identifiers only for the duration necessary to fulfill the original purpose and use, as specified in the notice and consent obtained, or as authorized by law.
3.4. Record retention schedules shall be tailored to the original purpose of the collection of biometric identifiers.
3.5. SSW shall minimize the review and retention of biometric identifiers, consistent with state record retention requirements.
3.6. A biometric policy shall be designed to ensure SSW is collecting the fewest number of biometric identifiers necessary to accomplish its mission.
Compliance:
4.1. The use and storage of biometric identifiers obtained by SSW shall comply with all applicable state and federal laws and regulations, including but not limited to HIPAA, FERPA, data breach notification regulations, individual privacy protections, and policies or standards published by the office of the chief information officer.
4.2. Biometric identifiers shall not be disclosed under the public records act, chapter 42.56 RCW.
4.3. SSW shall annually review its policies, regulations, guidance, and retention schedules regarding biometric identifiers to incorporate any new technology and respond to citizen complaints.
Definitions:
5.1. “Agency” means every state office, department, division, bureau, board, commission, or other state agency.
5.2. “Biometric identifier” means any information based on an individual’s retina or iris scan, fingerprint, voiceprint, DNA, or scan of hand or face geometry, except when derived from certain exempted sources specified in RCW 40.26.020.
5.3. “Limited authority Washington law enforcement agencies” and “general authority Washington law enforcement agencies” have specific definitions as provided under RCW 10.93.020.
5.4. “Attorney General’s office” refers to the Washington State Attorney General’s Office.
SSW acknowledges the importance of complying with this policy and will take appropriate measures to ensure adherence to all applicable laws and regulations regarding the collection, use, storage, retention, and sharing of biometric identifiers.
This policy will be reviewed periodically to incorporate any changes in laws or regulations and to ensure ongoing compliance with the requirements outlined in RCW 40.26.020.
Biometrics Use
The biometrics information consists of a fingerprint that is stored in physical hardware on-site. Except in cases where the equipment is reported as lost or stolen, or simply not returned, this information is used only to confirm the identification of a student when they issue a device. This is one of three methods of identification required to grant access to the system.
