CCNY: IT Equipment Fine Schedule

CCNY: IT Equipment Fine Schedule

Effective Date: March 2025
Applicable To: CCNY Students borrowing loaner device from the iMEDIA Reservation Desk

 

1. Overview

  • Covers IT equipment: laptops, tablets, accessories.
  • Fines apply to students borrowing from the iMEDIA Reservation Desk.
  • Fines imposed for late returns, damage, loss, theft, and unauthorized modifications.

 

2. Fine Categories & Amounts

A. Late Return Fees

Return Delay

Fine Amount

1-3 days late

$10 per day

4-7 days late

$40 flat rate

7+ days late

$Full Cost & Device Lock Down

Notes:

  • 7-day email notifications sent before the due date.
  • 24-hour grace period before late fees apply.
B. Lost or Stolen Equipment

Equipment Type

Replacement Cost

Chromebook 3100

$206.00

iPad 10.2" 32GB

$289.00

Latitude 5410

$601.84

MacBook Air

$1,364.28

Microsoft Surface Pro 7 - 12.3

$770.20
Theft Policy:
  • On-Campus Theft: CCNY Public Safety Report required for fine adjustments.
  • Off-Campus Theft: BOTH an NYPD report and a CCNY Public Safety Report required.
  • Failure to file reports results in full replacement cost with no exceptions.
C. Damage Fees

Damage Severity

Violation

Fine Amount

Minor

* Battery – Normal wear-related fray to charger cord, light scuffs on casing, or a single dead pixel.
* Laptop Charger / Adapter – Minor cosmetic fraying on cord, but still safe to use.
* iPad Charger / Adapter – Minor cosmetic fraying on cord, but still safe to use.
 * Keyboard / Trackpad – Missing keycap(s), light cosmetic marks, small scratches/dents.
 * Cosmetic Only – Surface scratches, small dents, normal casing wear.

20% of Laptop cost

25% of Charger cost

Moderate

* Battery – Swollen battery, reduced capacity from mishandling, removal by borrower.
* Laptop Charger / Adapter – Bent prongs, damaged barrel/USB-C tip, unsafe fraying requiring full replacement.
* iPad Charger / Adapter – Bent prongs, damaged barrel/USB-C tip, unsafe fraying requiring full replacement.
* Ports & Connectors – Broken USB port, headphone jack, HDMI or Ethernet jack from cable misuse.
* Camera & Microphone – Damaged/covered webcam, mic not functioning after drop/liquid contact.
* Keyboard / Trackpad – Sticky keys from spills, malfunctioning trackpad, partial keyboard failure.
* Casing cracks or broken hinges that impact function but do not total the device.

30% of Laptop cost

100% of Charger cost

Severe

* Liquid Spill – Any liquid intrusion causing internal corrosion, even if device still temporarily functions.
 * Tampering with Internal Components – Removal of SSD, RAM, battery, or installation of non-OEM parts.
 * Keyboard / Trackpad – Entire keyboard replacement needed after spill or severe impact.
 * Shattered or nonfunctional screen.
 * Motherboard or system board failure caused by borrower.
 * Missing major components (battery, SSD, RAM, charger).
 * Total loss beyond repair.

Full replacement cost
D. Unauthorized Modifications

Violation

Fine Amount

Unauthorized software installation

Will trigger an Security Alert

Unauthorized software removal 
*Removing required applications (e.g., JAMF, Cortex XDR, Ivanti, Microsoft Office, etc.) or uninstalling CCNY security profiles

$100

Major hardware modifications (removing/replacing parts)

$200

 

3. Appeal Process

Eligibility for Appeal

Students may appeal fines due to:

  • Technical malfunctions (e.g., device failure unrelated to misuse).
  • Medical or family emergencies (documentation required).
  • Errors in fine processing (e.g., mistaken late return charge).
Appeal Process Timeline
  1. Submit an appeal via the iMEDIA Reservation Desk within 7 days of the fine notice.
  2. Provide supporting documents (e.g., receipts, emails, medical records, police reports).
  3. The Appeal Review Panel (iMEDIA Desk Manager, Bursar Representative, and IT Staff) will review the case.
  4. A decision will be made within 14 business days.
  5. If denied, the student must pay the fine within 30 days or face a hold on their account.

 

4. Fine Payment

  • Fines must be paid within 30 days via the Bursar's Office.
  • Unpaid fines result in account holds and restricted IT access.
  • Fine schedule will be posted online, at the iMEDIA Desk, and in loan agreements.

 

5. Automated Email Notices

Automated Email Notices
  • 7 days before due date
  • 1 day before due date
  • On the due date
  • 1st late notice (Day 1 late)
  • 3rd late notice (Day 3 late)
  • Final notice (Day 7 late before LOCKDOWN)
Policy Awareness
  • All borrowers must sign the fine agreement before taking out equipment.
  • Regular reminders in student college emails.

 

Last Updated: 11/04/2025 12:10