Device Loan Program: Partner Staff Checkout Guide

Checklist Snapshot

1. Verify patron status, good standing, and a working personal email.
2. Complete and submit the Registration form.
3. Confirm registration appears in the tracker.
4. Complete and submit the Device Loan Agreement, including device ID and dates.
5. Verify kit contents, then hand off the kit.

Purpose

Use this guide to issue a DASH PBDA laptop kit to an eligible borrower. Follow the steps in order. Record each loan using the required forms.

What you need

• Borrower is present.
• A complete laptop kit is available.
• Access to the borrower registration tracker.
• Links to the required forms:
  • Device Loan Program Registration form
  • Device Loan Agreement (eSignature) form

Checkout workflow

1. Verify patron status, good standing, and email.
2. Complete borrower registration.
3. Confirm registration in the tracker.
4. Complete the Device Loan Agreement.
5. Issue and check out the kit.

Step 1: Verify patron status, good standing, and email

1. Confirm the borrower is a patron of Huntingdon County Library.
2. Confirm the borrower is in good standing:
   • No unresolved overdue loan.
   • No lost device status.
3. Confirm the borrower has a working personal email address they can access during checkout.

Stop if the borrower is not eligible, not in good standing, or does not have a working personal email.

Step 2: Complete borrower registration

1. Open the Device Loan Program Registration form with the borrower.
2. Help the borrower complete the borrower sections.
3. Complete the library staff section.
4. Submit the form.

Step 3: Confirm registration

1. Check the registration tracker.
2. Confirm the borrower registration is recorded.

Stop if registration does not appear. Re-submit only if needed.

Step 4: Complete the Device Loan Agreement

1. Ask the borrower to review and sign the Device Loan Agreement.
2. Complete the Staff Section of the agreement, including:
   • Identity verification type
   • Staff name
   • Device KINBER ID
   • Checkout date
   • Due date
3. Submit the agreement form.

Borrower message you must land

• Loan period is 30 days.
• Returns are in person during open hours.
• Save files to a personal online account. USB ports are disabled. Any files saved to the device are deleted when the device logs off or restarts.
• Report loss, theft, damage, or malfunction within 24 hours.

Step 5: Issue and check out the kit

1. Confirm the Device Loan Agreement has been submitted.
2. Verify kit contents are present and working:
   • Laptop
   • Charger
   • Laptop bag
   • Keyboard
   • Mouse
   • Headset
3. Hand off the kit.

Quality check before the borrower leaves

• Patron eligibility and good standing confirmed.
• Working personal email confirmed.
• Registration form submitted.
• Registration confirmed in tracker.
• Agreement signed by borrower.
• Staff Section completed.
• Kit contents verified.
• Kit handed to borrower after agreement submission.

If there is an issue during checkout

• Do not issue a kit if you cannot verify eligibility or registration.
• If the borrower cannot complete the forms, provide assistance in the moment.
• If the system is down, pause checkout and escalate per your internal process.

Staff Section fields to complete in the Agreement form

• Borrower identity verification type (Photo ID, Student ID, Other).
• Staff name.
• Device KINBER ID.
• Checkout date.
• Due date.

Short script you can use

“Before you leave, confirm three things. You must return the kit in person by the due date. You need to save files to your personal online account because USB ports are disabled and any files saved to the device are deleted when the device logs off or restarts. If anything happens to the device, tell us within 24 hours.”

Version

Version 1.1, updated February 2026