Equipment Logistics Services

Loan Procedure

Requesting that PREP equipment be taken off-site.

The most efficient and effective way to request that equipment be taken off-site is to send a request to the PREP department at prep@fnal.gov. Refer to Requesting equipment from PREP. If Equipment information is required; a good source is the PREP homepage, where the Requestor can access the Electronics Equipment Pool Catalog and the List of Manufacturers and Vendors.

Terms of the Loan

An off-site loan term is for a minimum of 6 months and a maximum of 12 months

42 business days before the loan end term date the Requester/Primary Off-Site Loan Contact will be prompted by E-MAIL with a formal renewal statement.

A one year extension of a collaborative loan may be requested through e-mail to offsite_loans@fnal.gov stating that the equipment has been inventoried and still being used for the original purpose.

A one year extension of an Off-Site Loan requires approvals of the CD Equipment Manager, Computing Division Office, Business Services, and DOE.

If the original purpose of any loan has changed then the loan will be either reviewed and processed as a brand new loan or a candidate for recall.

No contact at time of annual renewal may lead to a review by Fermilab and possibly require re-justification of the loan or a recall of the equipment.

Paperwork Required

CD Equipment Manager (offsite_loans@fnal.gov) will process, approve and formalize the Equipment Request and the off-site loan paperwork.

On the approval of the equipment to be going off-site the requester will provide the following information:

A description of the purpose of the loan and the use of the equipment
A Fermilab Project/Task number or the institution's carrier (FEDEX, UPS, etc.) account number.
Institution, Physical Address, City, State & Zip
Primary Off-site Loan Contact:
Phone:
Fax:

Collaborative agreements take an average of 2 business days for approvals and paperwork.

Off-Site Loans go through a formal business process involving the CD Equipment Manager, Computing Division, Business Services/Property Office, Directorate, and DOE review and approvals. The business process can take from a couple weeks to much longer.

PREP logistics will handle the packing and shipping. With prior approval equipment may be issued directly to the requester to be hand-carried to a local institution. PREP will provide the requester a mandatory Material Move to accompany the equipment leaving the site.

Return of the Equipment

At the end of the loan term or once the equipment is no longer needed, the user should promptly ship the equipment back to the following address:

Fermi National Accelerator Laboratory
Kirk & Wilson Roads
Batavia, IL 60510
Attn: PREP

Once it has been verified that all the equipment pertaining to the loan has been returned, the Property Office will be notified that the loan has been officially closed.

For assistance contact helpdesk@fnal.gov.
Information maintained by Mike Behnke; last modified on July 13, 2006.
(Address comments about page to offsite_loans@fnal.gov.)