Class Materials & Equipment

AAH Equipment Checkout Desks

AAH checkout equipment is only available to students who are enrolled in classes for which checkout equipment has been reserved. Students may only check out equipment after signing the Student Equipment Agreement (provided by your lab manager). 

If the equipment is returned damaged or entirely lost due to the negligence and failure to adhere to the terms and agreements as stated in the Student Equipment Agreement, the student is responsible for paying for repair or replacement of the equipment, up to $1,500. The Department is responsible for any amount over $1,500 and not covered by Stanford’s insurance.

Reporting Equipment Damage or Loss
  • As soon as a student is aware of equipment loss or damage, they need to reach out to their lab manager with a detailed written report describing the incident. 
  • The report needs to include: when, what, where. In case of a theft, the student needs to file a police report and send a copy to their lab manager. In case a student files for a personal insurance claim, that report needs to be shared with the lab manager as well. 
  • The lab manager will assess the equipment and determine the cost of repair or replacement by identifying the repair facility and services, or the replacement equipment.
Repaying Equipment Repair or Replacement
  • The cost of repair or replacement is based on the quote/receipt provided by the lab manager. Depreciation of equipment is not taken into account when determining the amount owed by the student.
  • Within 30 days of reporting the damage or loss, the student should submit a check addressed to “Stanford University” with their lab manager. If students do not have a personal checkbook, they can submit a cashier’s check or inquire with their bank branch (often banks offer a number of free checks to their customers). 
  • Undergraduate students with financial hardship should contact the department (ADFO/DFO) to inquire about the possibility of paying the owed amount in installments. 
  • If payment  has not been received 30 days after the loss or damage has been reported, or a repayment plan has not been agreed upon,  the department will charge the repair or replacement cost to the student account. Note that placing the charge on the student account adds  8% to the total owed (to cover ISC tax on revenue to the department).
Student Aid Resources
  • Undergraduate students with financial hardship should contact the department (ADFO/DFO) to inquire about the possibility of paying the owed amount in installments. 
  • Graduate Students with financial hardship can apply for an Emergency Grant-In-Aid. The student should submit a grant-in-aid request including a copy of the damage report, the department contract that they signed, and an explanation about how paying the $1500 deductible would be a financial hardship. For more information: Emergency Grant-In-Aid

Additional Resource: Tech Desk

The Lathrop Tech Desk has several approved items for students to checkout.

  • Available resources include: Computers, iPads with Apple Pencils, sound recorders, DSLR camera kits, video cameras, and even software like Adobe Creative Cloud. 
  • They have in-person pick-up and shipping options available.

Refer students to your Area Lab Manager if they need to checkout an item.  The Lab Manager will help the student get approved to checkout equipment.

  • Tech Desk approvals/rentals can take up to 48 business hours to process.
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