UTC Loaner Policies for Staff/Faculty

Loaner devices are provided on a temporary basis and are subject to availability.

Loaner devices are typically issued for short-term use while a university-owned device is being repaired, replaced, or prepared for assignment, or when another temporary business need exists. UTC IT will make every reasonable effort to accommodate users whenever possible; however, issuance of a loaner device is not guaranteed and remains subject to available inventory and operational need.

Loaner devices are issued for university business purposes only. Personal devices do not qualify for loaner support or replacement.

• Primary device: the employee’s main assigned university computer used for regular work duties
• Secondary device: an additional university device assigned for an approved operational, academic, travel, testing, or other business need
• If a user already has access to a functional secondary university device, IT may require that device to be used instead of issuing an additional loaner
• Users with multiple assigned university devices do not automatically qualify for a loaner device
• If a user has not yet been assigned a primary device, IT may issue a temporary device to support immediate business needs until a standard assignment is completed
• Temporary and loaner devices are not guaranteed to match a user’s expected long-term device type, platform, or configuration

Loaner devices are issued based on current inventory availability and are provided at the discretion of IT. While every effort is made to supply a device that supports the user’s immediate needs, IT cannot guarantee a specific model, accessory configuration, software package, or an exact like-for-like replacement. Device assignments may vary depending on what is available at the time of issuance.

Users should expect some limitations while using a loaner:

• A loaner may not match the user’s usual hardware or preferred setup
• Specialized software, saved credentials, printers, permissions, or department-specific configurations may not be pre-installed
• IT will make reasonable efforts to provide the access needed for essential work functions
• Loaners are intended to provide temporary operational access and may not be configured identically to a user’s regular device

All loaner devices remain university property at all times and must be handled accordingly. While a loaner is in their possession, users are expected to exercise reasonable care, maintain physical security, and comply with applicable university technology, acceptable use, and data security policies.

Please note: All loaner devices will be erased upon return.

Users are also responsible for protecting both their work and the device:

• Back up important files before turning in any device for service or replacement
• IT is not responsible for data stored locally on loaner devices
• Avoid storing important or unique data locally on a loaner whenever possible
• Use approved university storage locations and services for university data
• OneDrive and SharePoint are the UTC supported cloud storage solution
• Personal Dropbox, Google Drive, or other cloud storage services are not supported
• Do not remove management software or alter security settings
• Do not allow unauthorized individuals to use the device
• Report any loss, theft, or damage to IT immediately

Loaner laptops are strongly recommended for approved international university travel. Personally assigned primary devices may not be appropriate or approved for international travel, depending on university security requirements and travel guidance.

To support security, management, and lockdown requirements through InTune, international loaner computers will be issued as Windows devices. Devices such as Surfaces, iPads, Windows Tablets, or otherwise are not available.

To improve the chance of availability, requests for international travel loaners should be submitted as early as possible to allow time for review, preparation, and inventory coordination. Availability is limited and cannot be guaranteed without sufficient lead time.

For more information, see: International Travel Loaner Device Request

Loaner devices must be returned promptly when:

• The primary device is repaired
• The primary device is replaced
• Another assigned device becomes available
• The temporary business need has ended

All issued accessories must also be returned, including:

• Chargers
• Docks
• Cases
• Adapters

Failure to return loaner equipment in a timely manner may result in:

• Follow-up from IT
• Escalation to the appropriate department or leadership, as needed