The University of Edinburgh

Learning Spaces Technology

Terms & Conditions



All University staff and students may borrow audio visual equipment and accessories on a loan basis subject to the terms and conditions set out below.  

Audio Visual equipment is expensive and in demand by a variety of staff and students. In order to effectively and efficiently manage the loan of equipment and to ensure that all users have an equal opportunity to access the equipment they need, the University requires that users must agree to comply with these terms and conditions if they want to borrow such equipment.


Terms and Conditions of Loan:

1.      Definitions

LST: Acronym for Learning Spaces Technology at the University of Edinburgh

Equipment means all audio visual, IT or other technical equipment borrowed by you from Learning Spaces Technology

Improper use means using the equipment otherwise than in accordance with the manufacturers and/or LST’s instructions, using the equipment for a purpose other than intended and failing to protect it from loss or damage.

Loan Period means the period for which we agree to lend you the equipment.

University: in using this term we are referring to the University of Edinburgh only.

Ban: means putting a stop on your borrowing privileges from Learning Spaces Technology.

EASE: this is the University’s reduced-sign-on service, providing access to various restricted applications and resources. See



2.      Equipment ownership and loan

2.1   All booking requests made by Staff and Students are subject to approval by the Service Desk. Whilst we will endeavour to meet all requests we reserve the right to reject any such requests on the basis of it being too short notice, lack of resources or time of year.

2.2  Please note that all bookings must be made a minimum of 2 working days in advance of your chosen collection date. 

2.3   All equipment remains the property of the University and as such reserves the right to ban you from borrowing equipment in the future, should equipment in your care be damaged or not returned within the agreed loan period.

2.4  The University reserves the right to invoice you for the full value of the equipment should it be damaged, lost or not returned. 

2.5   Equipment cannot be used in connection with any illegal or criminal activities. This is subject to an automatic ban and referral to the appropriate authorities.

2.6   Booking requests with a high number of loan items and/or a high value items may be subject to Service Desk approval.




3.      Eligibility

To be eligible to borrow equipment you must be either

·                  A current student matriculated at the University OR

·                  A member of staff currently employed by the University that has a valid staff/employee number.

And you must have all the following

·                  Hold and produce on request a current valid matriculation card and/or staff card

·                  Have an EASE account and login

·                  Not have failed to return any equipment for which the loan period has expired

·                  Not be banned from borrowing equipment from LST


4.      Loan Period and Penalties for Late Return

4.1   LST equipment loans are for short term irregular use only and therefore we cannot authorise and confirm regular and frequent bookings. If a piece of equipment is required in this capacity, then the user will need to speak to their School to enquire about other options.

4.2   Maximum loan period is 7 days but this is dependent on the time of year and availability of equipment requested. There may be occasions (usually during vacation periods) when LST will consider and authorise a longer loan period.

4.3   A user cannot self-renew an item of equipment.

4.4   Failure to return items on time may have a negative impact on your borrowing privileges. LST also reserves the right to invoice you for the full value of the equipment if not returned within the agreed loan period.

4.5   If you fail to return the equipment by the due date for return you will be unable to borrow any further Equipment until such time as the equipment is returned.

4.6   Failure to return the equipment on time, and if we are unable to contact you for an explanation, may result in the Equipment being reported as stolen to the Police.


5.      Your Responsibility for the care of the Equipment

5.1   Equipment must be collected and signed for from the Main Library Helpdesk.

5.2   Equipment must be collected by the user who booked the equipment and you must have valid University ID (matriculation or staff card) to show to the Helpdesk.

5.3 Non-collection of kit that has been booked for more than 1 day – if you have not collected the kit after 24 hours from the confirmed time/date of collection, the Service Desk will email you to see if you are still wanting the equipment. If the Service Desk have not had a response after a further 24 hours, the loan will automatically be cancelled and will no longer be available for collection.

5.4   If you are unable to return the equipment in person, then you can have another student or member of staff return the equipment on your behalf but please note you are still solely responsible for that equipment until it gets signed back in.

5.5   You must endeavour to prevent loss or damage to the equipment whilst it is in your care.

5.6   In the event of loss due to theft, you must report the missing items as soon as possible to the LST Service Desk by calling 0131 650 4097 or emailing if after 5pm.

5.7   You must return all loaned equipment to the Main Library Helpdesk so that the equipment can be tested, inspected for any visible damage and signed back in. It will only be at that time that your loan will be ‘completed’.


6.      Improper User of equipment

6.1   You must not allow or carry out any improper use of the equipment.

6.2   You agree to pay the cost of full repair or replacement of any equipment lost or damaged as a result of your negligence or improper use.

6.3   You must not use or allow use of the equipment in a way that puts you or anyone else in direct or indirect danger of their safety. Health and Safety is taken seriously by the University and, as such, any proven misuse of equipment in dangerous or unsafe conditions will result in loan privileges being removed.


7.      Your agreement to these terms and conditions

Clicking on the ‘I have read and accepted the terms’ on the loan booking page constitutes acceptance of them, and agreement that you will abide by these terms and conditions when loaning equipment.

smarthub terms and conditions of use
As a user of this system registered or otherwise you agree that if for any reason you are unable to use smarthub for the intended purpose then you will contact your store via telephone, email or in person to resolve the problem. SiSo Software Limited are not responsible or liable in any way for any errors, damages or any other loss caused by your usage of this system. For the avoidance of doubt this includes any loss howsoever suffered including negligence or fraud except where such negligence causes death or personal injury.