Everything Illinois public library staff need to know about requesting laptop kits, projectors, and OWL video conferencing equipment. The process is the same for every library in the state.
Equipment was purchased through the U.S. Treasury Capital Projects Fund in partnership with the Illinois Office of Broadband (IOB). IHLS administers the program statewide, owns and maintains the equipment, and lends it to public libraries across Illinois to circulate to patrons and support community programming. The process is identical for every library, no matter where you are in the state.
Program forms are gated by your L2 library staff login. Your library and contact details pre-fill automatically, and your login serves in place of a signature.
One form covers both temporary and long-term loans; you simply indicate which type of loan you need. A separate short form handles event reporting after you've used equipment for programming.
Equipment ships to your library through the Illinois regional library systems' delivery network; the same trusted service that brings your interlibrary loans. It's the infrastructure that makes this whole program possible, and the process is the same for every participating library.
Run classes and events, offer one-on-one help, and make laptops available for in-library patron use. Afterwards, respond to the automated follow-up emails so IHLS can complete required federal reporting.
Why the paperwork matters: this program is federally funded (Capital Projects Fund, Assistance Listing 21.029). IHLS must report lending and event metrics to the Illinois Office of Broadband every quarter.
All equipment is owned, configured, and inventoried by IHLS and lent to Illinois public libraries at no cost.
Dell Pro 14 laptops with mouse, Microsoft Office, and Faronics Deep Freeze. Deep Freeze restores each machine to a clean state on reboot, so patron data is never retained between uses. Laptops are for use inside the library.
Portable projectors for training sessions, community presentations, and library programming. Request them for scheduled events, then return them through IHLS delivery.
Meeting Owl 360° camera/microphone/speaker units that make hybrid meetings simple. The camera automatically focuses on whoever is speaking. Plug into a laptop via USB and use with Zoom, Teams, or Google Meet.
Every library in Illinois uses the same Device Loan Request Form, whether you need equipment for two weeks or an extended placement. Just choose the loan type that fits your need.
One process for every library. It doesn't matter which regional library system you belong to or what circulation platform you use.
These resources open doors that many libraries haven't had before. Here are some ideas, but you know your community best, and we can't wait to see what you come up with.
Mix and match: the strongest programs often combine all three: laptops for hands-on practice, a projector for group instruction, and an OWL to bring in a remote expert. Every event you host is also reportable program activity that demonstrates this program's impact.
IHLS reports quarterly to the Illinois Office of Broadband. Your library's part is small but essential.
No. Equipment, software licensing, and shipping are covered by the grant. Your library contributes staff time for circulation and reporting.
No. Laptops are for use inside the library. Their primary purpose is powering continuing education programming and one-on-one help, plus giving patrons another way to compute when public terminals are full or a comfortable chair beats a desktop.
Report it to IHLS right away. Your library may apply its local damaged-item policies as appropriate; IHLS handles the inventory and repair/replacement side.
No. Faronics Deep Freeze wipes all changes on reboot, returning the machine to a clean baseline. No patron data persists between uses.
Yes. projectors and OWL units are well suited to short-term event use. Submit the Device Loan Request Form as a temporary loan with your event date, and file the event report afterward.
Yes. This is a statewide program. Public libraries anywhere in Illinois can participate, and the request process is identical for everyone. IHLS simply administers the program on behalf of the state.
No. There's one Device Loan Request Form for both. You select the loan type within the form; long-term requests include a few additional questions about community need.
IHLS retains ownership of all equipment purchased under the grant and maintains the required federal inventory records. Libraries borrow and circulate it.
The laptops are designed to have minimal tech support needs. For libraries requesting temporary loans, all updates will be handled by IHLS staff. However, if you are requesting a long-term loan, then your library will be responsible for providing the basic level of support for the laptops as well. Ensuring they are charged, updated, and ready to use will be part of your agreement.