Device Loan Program: Partner Staff Checkout Guide

Checklist Snapshot

1. Verify eligibility.
2. Verify identity.
3. Orientation completed.
4. Agreement and AUP signed.
5. Kit contents verified.
6. Device ID matched.
7. Due date set.
8. Return and data reset explained.
9. Support route explained.

What you need before you start

1. Borrower present and ready to verify identity.
2. A complete laptop kit available.
3. Access to your program system for recording the loan.
4. Device Loan Agreement ready for review and signature.

Process overview table

Checkout process, overview

Step 1. Eligibility and readiness

Goal

Confirm the borrower qualifies, understands the basics, and is ready to take responsibility for the kit.

Partner staff actions

1. Confirm borrower eligibility.
   • Age 18+.
   • Borrower is a registered patron or approved program participant at your site.
2. Verify identity.
   • Request a photo ID.
   • If the borrower does not have a photo ID, follow your site’s approved alternative verification process.
3. Confirm the borrower is in good standing.
   • No unresolved overdue loan or lost device status.
4. Confirm there are no fees.
   • Do not collect deposits, service fees, replacement fees at checkout, or any pass-through costs.
5. Ask about accessibility needs.
   • If the borrower requests an accommodation to complete the process, provide it and document it using your site process.

Decision point

If the borrower does not meet eligibility or cannot be verified using an approved method, do not issue a kit.

Step 2. Orientation module

Goal

Ensure the borrower understands key rules and expectations before receiving the device.

Partner staff actions

1. Deliver or assign the orientation module.
2. Cover these required topics.
   • Loan length and renewals.
   • Return method and due date.
   • Data at return, including that the device is reset and files are removed.
   • Device care expectations.
   • What to do if the device is lost, damaged, or stolen.
   • Privacy and limited device monitoring for operations and security.
3. Confirm completion.
   • Collect the completion checkoff required by your program tools.

Borrower message you must land

1. Your loan is for a fixed period.
2. You must return the kit in person during open hours.
3. Save your files somewhere else, because the device will be reset when it is returned.

Step 3. Agreement and consent

Goal

Capture informed agreement to loan terms and acceptable use.

Partner staff actions

1. Ensure the borrower completes the Device Loan Agreement.
2. Ensure the borrower completes the required acknowledgements.
3. Confirm the borrower understands these points before they sign.
   • The device is managed for security and recovery.
   • If the device is not returned or is reported lost or stolen, it can be remotely locked or wiped.
   • The program collects limited device and asset data to operate, secure, recover, and audit the program.
   • Program staff do not review personal files as part of normal operations.

Step 4. Issue the kit

Goal

Hand off a complete kit, set expectations, and record the loan cleanly.

Partner staff actions

1. Verify the kit contents.
   • Laptop
   • Charger
   • Padded laptop bag
   • External keyboard
   • Mouse
   • Headset
2. Confirm the device identifier.
   • Match the device’s asset tag to the correct record.
3. Set the due date and explain return requirements.
   • Loan period is 30 days.
   • Renewals are up to two 30-day renewals if there is no waitlist.
   • Return is in person during open hours. No after-hours drop.
4. Provide a quick usage handoff.
   • Power on and confirm the device boots.
   • Confirm the borrower can connect to Wi-Fi.
   • Remind the borrower to save files to a personal cloud account or external storage.
5. Confirm support route.
   • If there is a problem, the borrower returns to your site first.
   • Your site submits support requests through the Partner Portal when needed.

Quality check before the borrower leaves

1. Borrower completed orientation.
2. Borrower signed the agreement and acknowledgements.
3. Kit contents verified.
4. Due date communicated.
5. In-person return rule communicated.
6. Borrower understands files will be removed at return.

Operational add-ons you should mention during checkout

Renewals

1. Borrower must request renewal before the due date.
2. Renewals depend on availability and waitlist status.
3. If approved, update the due date and communicate the new date.

Returns

1. Borrower returns the kit in person.
2. Staff check the kit contents and document any missing items or damage.
3. Staff reset the device using the program process so files, accounts, and browser data are removed.

If the device is lost, stolen, or damaged

1. Collect details from the borrower right away.
2. Submit a support request through the Partner Portal using the device’s ID.
3. For theft, encourage the borrower to file a police report if required by your site process.
4. Do not promise replacements. Follow KINBER direction.

If the loan becomes overdue

Use the standard escalation path.

1. Day 3 overdue. Courtesy reminder email sent by the partner.
2. Day 10 overdue. Borrowing privileges suspended by KINBER.
3. Day 14 overdue. Remote lock begins if needed, led by KINBER and Dataprise.
4. Day 30 overdue. Item marked lost and recovery workflow begins.

DASH PBDA Device Loan Program: Partner Staff Checkout Guide.