Loaning Equipment

A man and woman in lab coats handling a box of equipment

Safety Guidance if Supplying Machinery

Before loaning machinery to a sponsor or collaborator, ensure it is safe, CE marked, and appropriately documented. See New Equipment Purchases for full safety and compliance requirements. Also, ensure the equipment has a valid PAT test.

Loaning Equipment to a Collaborator

To ensure compliance with safety, liability, and contractual requirements, follow these steps when loaning high value equipment to an external collaborator (e.g., another university or research institution):

1. Confirm Responsibilities

Identify and agree in advance on who is responsible for transport, installation, maintenance, and insurance for both delivery and return.

2. Check Insurance

Contact Swansea University’s Insurance Team to confirm coverage before proceeding:

Be aware that SU insurance has an excess that applies if the equipment is damaged. In the event of damage, the excess must be covered by the project lead’s funds.
If an item is loaned to another institution, it is no longer under Swansea University’s care, custody, or control, and insurance responsibility should be passed to the receiving institution. This must be agreed before the loan takes place.

3. Formalise the Loan

Contact the REIS Contracts Team or Legal Services to set up a formal loan agreement covering liability and responsibilities.

4. Manage Risks

Complete a Risk Assessment for transport and use. If needed, remove or encrypt sensitive data and provide training or SOPs for receiving institution.

5. Record Condition

Document the equipment’s condition with time-stamped photos before loaning and ensure the recipient acknowledges receipt.

6. Ensure Proper Return

The recipient must complete a final Condition Report before returning the equipment. Inspect it upon return and document any damage.

Loaning Equipment to Participants in a Research Study

If your study involves loaning equipment (e.g., small devices, wearables, environmental monitors) to participants, you must follow a structured process to ensure compliance with ethical, safety, and liability requirements.

Before Loaning Equipment

Obtain Ethical Approval

Ensure your study’s ethics application includes details on equipment loaning.

Use a Terms of Use Agreement

Contact the REIS Contract Team to draft an agreement. Participants must sign before receiving equipment.

Notify the Compliance Team

Before distributing equipment, the Compliance Team must verify safety, compliance, and infrastructure compatibility.

Managing Equipment Use

Track Equipment Distribution

Maintain a record of issued devices and provide usage guidance.

Report Lost or Damaged Equipment

Participants must notify the study lead immediately if a device is lost, stolen, or faulty.

Ensure Equipment Return & Disposal

All equipment must be returned at the end of the study. Any disposals must follow university guidelines.

Receiving Equipment from a Collaborator

Before accepting loaned equipment from an external institution, researchers must:

1. Confirm Responsibilities & Legal Agreement

Work with the external collaborator to set up a written Equipment Loan Agreement.
Contact the REIS Contracts Team or Legal Services to review or draft the agreement.
Ensure the agreement covers:
- Equipment use
- Transport and installation responsibilities
- Maintenance and servicing
- Insurance provisions
- Liability
- Return conditions and timelines

2. Notify the Compliance Team

Contact the Compliance Team to ensure the equipment meets safety, regulatory, and infrastructure requirements before bringing it onto university premises.

3. Confirm Insurance & Liability

Contact Swansea University’s Insurance Team to confirm whether the equipment is covered under the university’s “care, custody, or control” clause.
Clarify who holds responsibility for insurance, liability, and maintenance during the loan period.

4. Plan for Equipment Return

Agree in advance with the provider on when and how the equipment will be returned, including the expected condition at the end of the loan period