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Equipment checkout & return (procedure)

Status: Draft — use with the equipment form template; board may adopt counsel-reviewed language later.
Not legal advice.

Applies to: Student participants issued team-owned laptops or other Apex STEM Education / Ridge Racers NJ equipment.

Canonical form: Equipment Checkout & Return
Printable: Equipment_Checkout_and_Return_Printable.md

Participation/accountability is a separate form: Student Participation Contract.

Storage (never in git)

Item Location
Signed equipment forms (PDF) Google Drive Apex STEM Education/Students/Equipment/ (RESTRICTED)
Checkout status only Private roster Sheet — columns: equipment issued Y/N, issue date, return date, asset tag
Form templates Repo teams/ridge-racers-nj/meetings/ + this SOP

Do not commit signed PDFs, scans with minor names, or serial numbers tied to student PII to GitHub.

Who completes what

Person Form Who signs
Student receiving equipment Equipment Checkout & Return Student + parent/guardian if under 18 + mentor at issue
Student with no equipment Skip this form —

Also required for all roster members: Team Member Pledge, Student Participation Contract, and waiver & media release.

Workflow (mentor / team lead)

Issue

  1. Confirm waiver + Team Member Pledge + Student Participation Contract on file (roster Sheet).
  2. Complete the equipment table (description, serial/asset tag, condition, issue date).
  3. Student + parent/guardian sign; mentor initials issue.
  4. File PDF to Drive Students/Equipment/YYYY/ as LastFirst_equipment_YYYY-MM-DD.pdf.
  5. Mark issue date + asset tag on private roster Sheet only.

Block: Do not hand over a laptop or other gear until the Equipment Checkout & Return form is signed.

Return

  1. Collect all items + accessories; note condition on the return table.
  2. Mentor initials return complete; update roster Sheet return date.
  3. File the completed return page with the original PDF (or append scan).
  4. If not returned by deadline: notify parent in writing; escalate per form (reimbursement / privilege hold). Return deadlines: 14 days after season end (or mentor deadline), 7 days after leave/removal, 7 days after written request.

Verifier: mentor or team_lead · Retention: treasurer + secretary per board policy (when adopted).