Search Inventory | Program Policies and Procedures
- Who may request a device loan?
- For how long can a device be borrowed?
- How many devices can an individual borrow?
- What is the device loan request process?
- How is delivery arranged?
- What comes with a loaned device?
- What does it mean when devices “require support?”
- Under what conditions is durable medical equipment (DME) loaned?
- What are a borrower’s responsibilities and liability?
Who may request a device loan?
Device loan requests should be made by the individual needing the equipment, a family member, an advocate, or a designated support person who will assist with the borrowed device during the loan period. Service providers can also request devices for demonstration and loan purposes. Medical professionals (such as occupational therapists and speech-language pathologists), employers, and school staff are also eligible to borrow equipment. The person submitting the request will be considered the borrower and will be responsible for returning the device. Requests from individuals with disabilities take priority over those from service providers and other professionals.
For how long can a device be borrowed?
The standard loan period is up to four weeks.
Borrowers can request an extension, which begins when the original loan period ends. Extensions are granted as long as no one is on the waiting list for that device.
To request an extension, borrowers must contact the ATRC at least one week before the scheduled return date. The ATRC will determine if the device is available for the requested extension and will notify the borrower of the decision.
How many devices can an individual borrow?
A borrower can check out up to five devices (including components) at a time.
If a borrower needs to add components to an already processed request, they must submit a new request form. Additional components will not be shipped without a completed request form.
There is no limit on how many times a borrower in good standing can request a loan. A borrower is considered in good standing if they have returned all previous items on time, in good condition, and have met all program requirements.
What is the device loan request process?
1. Completing a Request Form
Borrowers must complete a device loan request form online or with assistance from an AT Regional Center (ATRC).
If submitting online, the form must be printed and mailed. A signed original request must be on file at the ATRC before any items can be loaned. ATRCs are available to assist with completing forms. Borrowers can start the request process over the phone or via fax, but a signed hard copy must be mailed for record-keeping.
All sections of the request form must be completed. If an item does not apply, a dash (-) or “N/A” should be written to indicate it was not overlooked. Incomplete forms will be returned for completion. Requests for devices requiring a support person will not be processed unless a support person has been identified.
2. Processing a Request Form
Once the request form is received, an ATRC staff member will review it for completeness. If the form is incomplete, the staff member will contact the borrower to explain why it cannot be processed.
Once a completed and signed form is received, the ATRC will send a confirmation of the request along with an estimated shipping date. The ATRC keeps the original signed copy of each request. If a device is unavailable, the ATRC will discuss alternatives with the borrower or support person.
If a requested item is on loan, the request will be placed on the device waiting list.
Requests are processed in the order received. Priority is given to individuals with disabilities over service providers requesting devices for training or demonstrations.
For questions about the status of a request, borrowers should contact the ATRC.
How is delivery arranged?
Borrowers are encouraged to pick up and return items to help reduce delivery costs.
If a device is shipped or delivered, the following applies:
- Items must be delivered and picked up at the same address unless alternative arrangements are made in advance.
- If no one is home during regular business hours, a home address should not be used. Instead, a family member’s office or another location where the package can be signed for should be listed.
- If delivering to a large facility like a hospital or school, the name of the responsible recipient, department, and room number must be included.
What comes with a loaned device?
Each device loan package includes:
- The device, necessary components, and instructions.
- An inventory sheet listing all included parts.
- A reminder to notify the ATRC contact person once the device has arrived.
- Contact information for the ATRC in case of issues or questions.
- A return date notice.
- A customer satisfaction survey.
Borrowers should check the package contents upon arrival. If anything is missing or incorrect, they must notify the ATRC immediately.
What does it mean when devices “require support”?
Devices marked with an “S” for “some support required” need minor assistance for setup but do not require extensive training. This could include unpacking, assembling parts, or a brief demonstration to get started. No specialized experience is necessary.
Devices marked with a “Y” for “support required” are complex and require a knowledgeable support person to assist with their use. In these cases, borrowers must identify a support person, whose skills and experience will be reviewed by the ATRC to ensure they can provide proper assistance during the loan period.
The support requirement may be waived if the borrower has previously used the requested device or a similar one. However, this is not automatic—the ATRC will determine whether a support person is still necessary.
Under what conditions is durable medical equipment (DME) loaned?
DME donated to the program can be borrowed under these conditions:
- As a temporary replacement while waiting for repair of a similar device.
- If the individual has already been evaluated by a professional for a similar device.
- If the individual has already been trained in using the device.
- If the DME requires a prescription, a professional (such as an occupational therapist, physical therapist, or physician) must confirm that the device is appropriate. Borrowers must also sign a Release of Liability.
Individuals seeking DME for assessment should be referred to a DME provider.
What are a borrower’s responsibilities and liability?
Borrowers must check the loan package upon arrival to verify that all listed components are included. If anything is missing, they must notify the ATRC immediately.
If a borrower fails to return all components or does not notify the ATRC about return issues, they are financially responsible for replacing the missing items.
If a device is lost, the borrower is liable and must inform the ATRC immediately.
If a device is stolen, the borrower is not responsible as long as they report the theft to the police and provide the ATRC with a copy of the police report.
Borrowers are not responsible for normal wear and tear, but they must report any issues to the ATRC. Unauthorized repairs are not allowed.
Copying software loaned with a device is illegal. Borrowers are responsible for any software included in the loan package.
Failure to follow program policies may result in losing access to the AT device loan program.
A customer satisfaction survey is included with each loaned device and must be returned with the package. Surveys are available in alternative formats or can be completed over the phone.