Device Loaner Program for Universities: Setup, Policies, and ROI

Access to laptops and tablets has become essential in hybrid learning models that blend in-person and online instruction. Yet, a recent study by THE Journal: Technological Horizons in Education, reveals a striking disparity: students from high-income households are 33% more likely to own a laptop than their low-income peers, with ownership rates of 92% and 76%, respectively.

To bridge this divide and promote digital equity in education, universities are increasingly turning to loaner device programs. These initiatives provide students and staff with institution-owned technology when personal devices are unavailable, ensuring no one is left behind. This guide outlines strategies to design, operate, and refine a device loan management program — enhancing access while reducing administrative strain.

Key takeaways

• Because low-income students are less likely to own laptops, loaner programs remain one of the fastest and most effective tools universities can use to address inequities in digital access.
• Successful programs depend on coordinated efforts across departments. Consistent policy enforcement and efficient handling of exceptions — such as device damage or use during travel — are critical to maintaining trust and smooth operations.
• Automated reminders, structured return procedures, and detailed check-in logs minimize overdue devices. These measures not only reduce the burden on staff but also free IT teams from repetitive manual tasks and follow-ups.
• For universities managing fleets of more than 4,000 loaner devices, implementing smart lockers can generate substantial savings — up to $79,000 in IT labor costs — by simplifying device replacements and reducing staff involvement.

What is a loaner device?

Loaner devices are university-owned laptops, tablets, or phones temporarily issued to students, staff, or researchers when their primary device is lost, under repair, or otherwise unavailable.

Many universities and colleges operate loaner programs to minimize learning disruptions, promote equitable access, and maintain academic continuity during device outages, fieldwork, or international travel. 

Q: What is a loan device?

Beyond just providing hardware, loaner devices are often preloaded with university-managed software, secure access credentials, and settings for device lending compliance. A temporary device loan configured this way helps users connect safely to institutional systems with minimal setup time.

Q: What does a loaner device mean in a university setting?

In academic environments, loaner devices are managed through structured workflows such as help desk ticketing systems, online reservation portals, or smart lockers. Universities typically allocate devices based on academic or administrative needs, including faculty teaching, student research, or business device loans for faculty or external collaboration. Many loaner laptops and tablets are preconfigured to function as remote learning devices, supporting virtual labs, online coursework, and off-campus study.

Q: What is a phone loaner device?

Although less common, phone loaners serve a crucial purpose. Universities often provide them to faculty or staff traveling abroad, particularly in regions with heightened cybersecurity risks or restricted data access. These secure devices allow users to maintain reliable communication and safeguard institutional data while working internationally.

Why universities need a device loaner program

A well-designed loaner device program enables universities to remain resilient in the face of unexpected challenges while ensuring that students stay on track academically. Here’s why these programs are essential:

• Keep students learning. When a laptop breaks, is lost, or becomes temporarily unavailable, learning should not come to a halt. A carefully managed student laptop loan program ensures uninterrupted access to the technology students depend on for coursework, research, and collaboration.
• Protect data and systems. Unlike personal devices that may lack safeguards, university-issued loaner devices are configured to meet institutional security standards. This protects sensitive information, reduces the risk of data breaches, and ensures that academic systems remain uncompromised.
• Stay compliant. Preconfigured loaner devices provide clear audit trails and built-in compliance features. These measures help universities meet stringent data privacy regulations such as FERPA and GDPR, reducing institutional risk while safeguarding user privacy.

At scale, loaner programs can really grow into mission-critical infrastructure. One example is the University of Washington’s Student Technology Loan Program, which managed more than 10,000 reservations to support over 4,000 students. This shows just how complex these programs can become — and how automation and well-structured processes from the start make all the difference in ensuring their success.

Core components of a tablet/laptop loaner program in a university

Before launching or refining a campus loaner program, every university IT team should ensure these core components are in place:

1. A reliable request and reservation workflow
2. Clear and secure device pickup procedures
3. A structured, trackable return process
4. On-campus repair and maintenance support
5. Robust inventory and loan management software

In some cases, universities consolidate these elements into a centralized technology lending library, extending access not only to laptops but also to cameras, tablets, and specialized lab equipment.

Request & reservation

The first step in a successful loaner program is having a straightforward, documented process for requesting a device. This usually involves:

• An online form or portal where students or staff can request a loaner and sign a loaner device agreement
• ID verification (student ID number, staff credentials) to ensure eligibility
• An equipment checkout system that ensures each request is logged, validated, and traceable from start to finish

To further enhance efficiency, many universities incorporate automated eligibility checks — such as enrollment status and maximum loan duration — as well as auto-approval rules. These measures accelerate turnaround times for routine requests while reducing administrative bottlenecks.

Pickups

The device check-out process can be manual or fully automated, depending on staffing and locker system availability. Universities typically provide one or more of the following options:

• Scheduled pickups arranged through calendar tools or embedded within the request form.
• Self-service device lockers where students receive a one-time PIN, allowing secure, round-the-clock access.
• Staff-managed distribution points for sensitive handoffs or higher-value equipment that requires additional oversight.

Returns

Returning a device should be as straightforward as picking it up. A consistent, well-documented device return procedure ensures accountability and minimizes delays:

• Dedicated laptop return lockers or drop-boxes monitored by IT staff.
• Automated check-in systems that update return status in real time.
• Automated reminders sent via email or SMS to notify users of upcoming due dates.

Upon return, devices are often inspected for damage or tampering. Any issues are flagged immediately and routed to IT staff for review, often through a support ticketing system.

Repairs & maintenance

Loaner programs only work if there’s ongoing academic technology support. Many institutions operate an internal campus device repair program that:

• Has on-campus repair hubs.
• Handles hardware issues (keyboard, battery, screen) and software malfunctions
• Offers diagnostics before repair and issues temporary loaners during servicing
• Partners with original equipment manufacturers (OEMs) or certified vendors for warranty-covered fixes

Inventory and device loan management

A robust IT asset tracking system enables the university to monitor availability, usage, and overdue returns in real time. Here is how:

• It records who has which device, when it’s due, and what condition it’s in
• Sends automatic alerts for overdue returns
• Provides exportable reports for compliance, audits, or purchasing decisions

Some institutions integrate loaner tracking with broader mobile device management (MDM) systems. These systems enable real-time monitoring, such as checking whether the device is online, location tracking, or remotely locking a lost device.

Best practices to streamline pickups, returns, and repairs

Before scaling a campus loaner program, IT teams should implement systems that minimize delays and reduce staff workload. Focus on these key areas:

• Automated reminders. Configure your help desk or asset management system to automatically send pickup details, 24–48-hour return reminders, and overdue escalations. Include calendar invites or smart locker access links to simplify scheduling and reduce no-shows.
• A clear device lending policy. A transparent lost or damaged device policy sets expectations and prevents disputes. Clearly outline what constitutes chargeable damage, as well as user responsibilities for loss or neglect. For example, Indiana University Bloomington informs students they may be charged $900 for a lost laptop and $50 for a missing charger.
• Quick turnaround on repairs. Establish triage processes to quickly identify and resolve minor issues in-house. Use barcodes or RFID tags for precise tracking, and maintain a hot-swap pool of devices to prevent downtime and keep students productive while repairs are underway.
• Staff training. Train staff on device check-in and checkout procedures, smart locker systems, and basic technical troubleshooting. Emphasize balancing consistent policy enforcement with empathetic, student-centered support to ensure both accountability and positive user experiences.

Tools & technology to support your program

The right tools don’t just support your loaner device program. They scale it. From automated ticketing to secure storage and real-time tracking, technology helps your team do more with less.

Ticketing systems

Ticketing systems such as Learn21, Incident IQ, and ServiceNow automate requests, approvals, and communications from a central dashboard. These tools integrate with student systems to enforce eligibility and support compliance. In automated environments, ticket resolution speeds improve by up to 52%, making these platforms essential for scalable, low-friction campus loaner programs.

LocknCharge FUYL Smart Lockers

Running a device loaner program at scale can put enormous pressure on IT teams. From long wait times at pickup desks to devices coming back uncharged or without clear tracking, these pain points slow down students and staff alike. FUYL Smart Lockers were purpose-built to eliminate those bottlenecks — turning what used to be a manual, staff-heavy process into a streamlined, student-first experience.

• Automated workflows that save time. FUYL automates every phase of the loaner lifecycle — whether it’s checking out a temporary laptop, submitting a broken device for repair, or picking up a permanent replacement. The entire process takes less than one minute at the locker, compared to the five minutes (or more) it often takes when handled by an IT help desk.
• Devices that are always ready. Unlike storage cabinets, FUYL lockers keep devices powered and ready for immediate use. Each bay is equipped with built-in charging, so when a student checks out a loaner, it’s fully charged and ready to work. Students can even use available bays as on-demand charging stations for their personal devices, reducing downtime between classes.
• Self-service pickup and return. Students access devices at their convenience, authenticating with a PIN, RFID badge, student ID, or single sign-on. This self-service model removes the need for staff oversight and keeps the program running 24/7.
• Automated tracking for accountability. Every check-in and checkout is logged and timestamped, creating a complete, audit-ready record of device usage. This transparency helps IT teams enforce policies consistently and quickly identify overdue, lost, or damaged devices.
• Remote oversight and control. Through the FUYL Portal, IT administrators manage lockers from anywhere. They can assign bays, unlock doors, monitor real-time activity, and enforce loaner policies without ever needing to be physically present.

By addressing the biggest challenges of loaner device programs — speed, readiness, accountability, and scalability — FUYL Smart Lockers empower universities to deliver equitable, secure, and efficient device access, while giving IT teams back valuable time to focus on higher-level priorities.

• Integrations with ticketing and MDM systems. Events and assignments integrate with help-desk tickets and device management tools, reducing data entry efforts and enabling secure device management policies such as remote lock or wipe if a device isn’t returned.

Additional reading: To see how smart lockers keep over 350 students powered throughout the day, read St Andrews’ Story with LocknCharge.

Traditional device exchanges often take 30 minutes of IT and student time per incident. With FUYL lockers, that process drops to just two minutes — a 93% reduction in time. At scale, this adds up to dozens of hours saved each month, freeing IT staff to focus on higher-priority tasks and giving students faster access to learning tools.

Example calculations for a university that handles 4,000 device replacements a year — a routine volume for programs like the University of Washington’s, which supported over 4,200 students with loaner devices in 2024–2025.

Universities that implement smart lockers routinely benefit from such savings. 

Like many LocknCharge customers, Kingsway Christian College cuts laptop loan time by 75% after implementing smart lockers. 

Managing up to 25 loans per day — or roughly 4,625 per year — the school replaced a manual, error-prone handoff process with a self-service workflow, saving over ~$76,000 annually in IT labor while freeing staff from constant interruptions and giving teachers and students instant access to fully charged devices.

Device loaner program implementation checklist

Rolling out a campus loaner program, especially one integrated with smart lockers, requires cross-functional planning and iterative execution. Use the following steps to guide a smooth implementation:

• Draft clear policies. Establish eligibility requirements, loan periods, damage/loss accountability, and return procedures. Include student-friendly FAQs and agreements.
• Secure budget and resources. Estimate device needs, replacement cycles, locker units, and IT staffing. Consider software licensing and locker integrations with ticketing or MDM platforms.
• Pilot test at a small scale. Start with a single location, department, or student cohort. Measure turnaround times, user satisfaction, and return compliance.
• Create a communications plan. Inform students and faculty about how the program works, where lockers are located, how to request devices, and who to contact for support.
• Train staff on workflows. Ensure all team members understand locker software, check-in/out procedures, and how to handle exceptions or escalations.
• Monitor usage and optimize. Use analytics from your locker system and ticketing tools to identify patterns, flag gaps, and refine inventory or staffing as needed.

FAQs

How long should loaner devices be issued for?

Most programs support multi-day device loans, often ranging from 7 to 30 days.

What’s the policy if a device is damaged during the loan?

Chargeable damage should be logged and billed per policy, with many programs capping liability and allowing hardship waivers.

How should staff handle lost or stolen devices?

Borrowers should report loss within 24–48 hours, with replacement fees and account holds applied as needed.

Can loaners be used for travel, including international programs?

Travel is permitted if pre-approved, often using secured, preconfigured devices for compliance and data protection.

Can students or staff share a loaner device?

No — each device must be assigned to one verified user to maintain security, tracking, and policy compliance.

Bottom line

• Loaner devices keep students learning even when tech fails. They support equity, access, and academic continuity.
• Automation reduces IT burden, turning repeatable manual processes, such as checkouts and returns, into self-service experiences.
• Smart lockers cut replacement time by over 90%, saving IT teams thousands of dollars in labor hours while minimizing disruption for students.
• Structured technology access programs with clear policies protect institutional assets and ensure accountability, without creating barriers for users.

Tired of spending hours coordinating device swaps?

See how LocknCharge FUYL Smart Lockers simplify every step of the loaner process