Equipment lending is limited to actively-enrolled Seneca students only. Borrowers are responsible for making their own equipment reservations in person; the ITS Service Counter staff do not support email bookings or phone requests for equipment loans.

Lending and Returning Process

A valid Seneca OneCard is required, without exception, to borrow equipment. All equipment must be returned to the same ITS Service Counter from which it was originally borrowed. At the time of lending and returning, the condition of the equipment and the presence of all peripherals will be reviewed by ITS Service Counter staff. The borrower will be required to wait at the ITS Service Counter while this process is completed.

When checking out equipment for group projects, the group must designate a group member responsible for checking out the necessary equipment. It is the responsibility of that individual to oversee the use of the equipment and to ensure that it is returned to the ITS Service Counter in good working condition by the required due date. If the equipment is returned late, the penalty will be applied to the account of the person who signed out the equipment. Any discrepancies remain with the group to resolve amongst themselves.

Under no circumstances should equipment in the borrower’s possession be given or loaned to any other person, even to be returned. All equipment transfers must be handled through the ITS Service Counter.

ITS Service Counter personnel reserve the right to limit or deny the lending of equipment depending on a person’s borrowing history.

Laptops are to be used according to the Information Technology Acceptable Use Policy found at https://inside.senecacollege.ca/its/policies


If returning equipment is damaged or the condition of the equipment is not suitable for reuse, the borrower assumes full financial liability to either repair or replace the equipment to its original condition. If the equipment is lost, stolen or irretrievable, the borrower assumes full financial responsibility to cover the replacement cost of the equipment. Replacement value will be based on the current market value of the same or similar equipment. In addition, the student will be added to ITS Service Counters offenders list that may limit future equipment rentals from ITS Service Counter.

While ITS Service Counter personnel do check equipment for damages, it is the students' responsibility to thoroughly check all equipment upon issuance. Once equipment is loaned to a borrower, they assume responsibility for any damage to equipment while in their possession. If you find any problems during this check, you must inform ITS Service Counter within thirty (30) minutes of the equipment being signed out. You will not be held responsible for equipment problems reported within thirty (30) minutes of being signed out, unless equipment is in noticeably different condition than when signed out.

Equipment found to be unattended and unsecured will be confiscated. The borrower will not be able to sign out that equipment for the remainder of the day, and may be placed on the ITS Service Counter offenders list.


All equipment is available on a first-come, first-served basis and cannot be reserved ahead of time. On very rare circumstances, supply and demand may create situations of extreme need. During times of extreme need (special events, major assignments, midterms, final exams, etc.), the ITS Service Counter may enforce shorter loan periods and has the right to recall equipment that has been checked out.

The hours for checking in borrowed equipment from each of the ITS Service Counters are as follows:

Newnham Seneca@York
Monday: 7:30 a.m. to 7:30 p.m. Monday: 7:30 a.m. to 10:00 p.m.
Tuesday: 7:30 a.m. to 7:30 p.m. Tuesday: 7:30 a.m. to 10:00 p.m.
Wednesday: 7:30 a.m. to 7:30 p.m. Wednesday: 7:30 a.m. to 10:00 p.m.
Thursday: 7:30 a.m. to 7:30 p.m. Thursday: 7:30 a.m. to 10:00 p.m.
Friday: 7:30 a.m. to 7:30 p.m. Friday: 7:30 a.m. to 10:00 p.m.
Saturday: 8:30 a.m. to 2:30 p.m. Saturday: 9:00 a.m.to 4:30 p.m.
Sunday: 8:30 a.m. to 2:30 p.m. Sunday: 9:00 a.m.to 4:30 p.m.


King and Markham
Monday: 7:30 a.m. to 7:30 p.m.
Tuesday: 7:30 a.m. to 7:30 p.m.
Wednesday: 7:30 a.m. to 7:30 p.m.
Thursday: 7:30 a.m. to 7:30 p.m.
Friday: 7:30 a.m. to 7:30 p.m.
Saturday: CLOSED
Sunday: CLOSED

Please note that all rental of equipment stop one hour before the official closing time.

Loan Times

Loan periods for ITS Service Desk Equipment are as follows:

Equipment Load Period
Laptops 3 Days
Cameras 2 Days
Tripods 2 Days
Phone Cables 1 Day
Mice 1 Day
Lavalier Microphones 1 Day

Late Return Penalties

Equipment not returned by the date it is due will be subject to the Late Returns Penalty. Borrowers will be notified by email of any outstanding loans on their account. Failure to return the equipment when required will have the following penalties:

Equipment Fine
Laptops $20.00 / day
Cameras $10.00 / day
Tripods $5.00 / day
Phone Cables $5.00 / day
Mice $5.00 / day
Lavalier Microphones $5.00 / day

Students with outstanding fines will lose access to equipment and facilities until their late fees are paid in full. Student names having overdue equipment and which has not been returned will be forwarded to the Student Conduct Office. Any fees still outstanding will be recorded against your academic record and may prevent you from graduating until fees are paid in full.

All overdue fines collected will go towards supporting Seneca’s “Campaign for Students”.

Fines and Privilege Appeal Process

All disputed fines and loan privilege issues are to be referred to the ITS Client and Media Services Manager.

Note: You can download the PDF version of this policy: Loan Policy

Last Updated: November 28, 2017