School Assets rental: How to keep your students accountable?

Posted on November 26 2023

Reading time: 4 minutes

As schools continue to rely more heavily on technology and other equipment, ensuring that students are held accountable for the school assets they borrow is becoming increasingly important.

Whether it’s laptops, cameras, books, or sports equipment, lost or damaged equipment can be costly and disruptive to learning.

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So how to keep students accountable for the school material?

1. Have a clear material rental process

To begin with, students need to understand the check-in and check-out process of equipment borrowed with clear concise, and easy instructions. This will help create a culture of responsibility and accountability from the start.

In addition to that, setting clear expectations from the beginning is crucial to holding students accountable for the equipment they rent. 

This includes outlining the terms of the rental agreement, such as the duration of the rental, the condition in which the equipment should be returned, and any penalties for late returns or damage. 

By clearly communicating these expectations, students are more likely to understand the importance of taking care of the school material they borrow. 

You can also require students to sign a contract. This will serve as a reminder of their responsibilities and provide a legal basis for enforcing consequences if necessary. 

2. Set up awards and fines program

In addition to outlining the consequences for not returning equipment on time or in good condition, setting up a rewards and fines program can be an effective way to incentivize students to keep track of their rented equipment. 

For example, you could offer rewards such as extended rental periods or access to premium equipment for students who consistently return school equipment on time and in good condition. 

On the other hand, students who repeatedly fail to return equipment on time or damage equipment could be subject to fines or restrictions on future rentals.

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3. Track your school equipment assets 

By maintaining a record of your school assets inventory, who has borrowed what, and when it is due to be returned, you can efficiently monitor assets and identify when equipment is missing or overdue. 

You should also consider letting students know that equipment is being tracked. This can raise their awareness of the importance of taking care of any borrowed items, no matter their value. 

This awareness can help foster a sense of responsibility and accountability among students and ultimately reduce the number of lost or damaged items.

4. Involve students in the process of school equipment management 

Involving students in the process of school equipment management can have a significant impact on their sense of responsibility and accountability. One way to do this is by offering part-time in-school jobs to eligible students, such as equipment managers or library aides. 

These roles can involve tasks such as checking equipment in and out, conducting routine inspections, and maintaining records of inventory.

By giving them the opportunity to take an active role in school equipment management, they are more likely to feel a sense of ownership and responsibility for the material they borrow.

5. Use school materials management software 

School assets management can be a real challenge. However, the use of school asset management software can greatly facilitate this process. Indeed, good equipment tracking starts with better internal asset management.  

Between the management of equipment allocated to staff as well as equipment rentals by students, this can be difficult at some point, especially when you have a lot of school equipment.  That’s why it’s important to incorporate technology and use school equipment management software.

With this one, students can now reserve the equipment they need online in advance, see the availability of other materials, and have all the necessary information in one place. This not only streamlines the process but also makes it more accessible to students.

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