Borrowing services is limited to actively-enrolled Seneca students only. Borrowers (interchangeable with student) 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. If the borrower choses to leave the ITS Service Counter during their return of equipment, the borrower forfeits their right on missing items and damages found.

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 student’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 student 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 flagged suspending any future loan requests until the matter has been resolved.

While ITS Service Counter personnel do check equipment for damages, it is the borrower's responsibility to thoroughly check all equipment upon issuance. Once equipment is loaned to a student, 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 be flagged and suspended from any future loan requests until the matter has been resolved.


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.

Hours of Operation for each ITS Service Counters:

Newnham and Seneca@York Campuses King and Markham Campuses
Monday to Friday: 7:30 a.m. to 9:00 p.m. Monday to Friday: 7:30 a.m. to 7:00 p.m.
Saturday and Sunday: 9:00 a.m.to 4:30 p.m. Saturday and Sunday: Closed

Loan Times

Loan periods – by default for 3 days maximum


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 (email is sent to your student email address: xxx@myseneca.ca) 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 $5.00 / day
Tripods $5.00 / day
Phone Cables $5.00 / day
Mice $5.00 / day
Lavalier Microphones $5.00 / day

Student Conduct Office Escalation

Students with outstanding fines will be suspended from future loans at the ITS Service Counters until their late fees are paid in full. ITS Service Counter loan system automatically sends out daily email reminders to students who have overdue items. If the ITS Service Counter manager cannot reach the student to resolve the matter and/or if the matter does not get resolved, the student name will be forwarded to the Student Conduct Office for resolution. The Student Conduct Office has the authority (if deemed necessary) to impose any fees still outstanding and/or flags against your academic record which may prevent you from graduating until the matter has been resolved.

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: August 2019