Since the start of academic year 2008, more than 7,000 students had participated in the Student Notebook Computer Long Term Loan Scheme (LLS). The scheme entitles eligible students to loan a notebook throughout their period of study. Students can select between two models of notebooks, namely the light-weight notebooks (Lenovo X200) and the ultra light-weight netbooks (Lenovo S10). When the students graduate, they are asked to return the notebooks to the university. However, as these notebooks would normally have been used for around two years, the university has decided to give students the option to either return the notebooks to the university or buy the notebooks to support their continued learning through the return/buy-out exercise. The logistics arrangement of the latter exercise is described below. The buy-out price of the notebooks is determined by the university based on the residual value of the notebooks. Since the two models of notebooks differ in price, the buy-out price for each is also different. Students only need to pay HK$800 for a Lenovo S10 netbook while the buy-out price for a Lenovo X200 notebook is HK$2,000, . Accordingly, the buy-out notebooks are for personal use only and resell is strictly probhibited.

Logistics Matters

As many students may leave the university right after their final year examinations in the middle of May, the first return/buy-out exercise took place between 14^th and 20^th May. For the rest of the students, they have the choice to participate during this period or at a later period (5^th to 10^th July), just before the formal graduation date (15^th July).

About 1,900 students who will be graduating in 2010 had borrowed LLS notebooks from the university. Email notifications were sent to them on 5^th May 2010 requesting them to reserve time slots for returning or buying-out the notebooks.

The first round of the exercise was completed and 967 students turned up. Among these students, about 90% of them selected to buy-out the notebooks. Among the buyout, X200 got 80% while S10 got 20%. The following describes the logistic matters of this exercise:

Date and Time of LLS Return/Buy-out Exercise

First Period: 14^th May 2010 - 20^th May 2010 (Mon-Fri: 10:30-16:30, Sat: 10:30-12:30)

Second Period: 5^th July 2010 - 10^th July 2010 (Mon-Fri: 10:30-16:30, Sat: 10:30-12:30)

Venue

LLS Bulk Return Counter located at Level 2, Academic Building (outside the main entrance of the CSC Student Terminal Area)

Procedures of Returning or Buying LLS Notebook

(A) Returning the LLS Notebook to the University

• To book a time slot, invoke the Computer Reservation System (http://crs.cityu.edu.hk) and select the LLS icon
• Come in person and present your student ID card for verification
• Bring the notebook (including all accessories borrowed) for checking; the LLS notebook should be in good working condition, otherwise it should be repaired before returning to the University
• Sign an LLS Termination Agreement Form

(B) Buying the LLS Notebook

• To book a time slot, invoke the Computer Reservation System (http://crs.cityu.edu.hk) and select the LLS icon
• Deposit the appropriate amount of money to a specified bank account of the City University of Hong Kong. Obtain the receipt and write your name and student ID number at the back of the receipt
• Come in person with the receipt and present your student ID card for verification
• Bring your LLS notebook for checking and submit your receipt as proof of payment (bringing in the LLS notebook in person is a must for the buy-out process)
• Sign a LLS Termination Agreement Form and a Buy-out Agreement Form
• No refund, return or warranty (from the University) for the LLS notebook can be made, accepted or offered after the buy-out

To ensure smooth operation of the counter, the planning of manpower and counter arrangement is necessary.

The following calculation shows why 3 service points are needed to handle 1900 students:

Besides the manpower for 3 service points, manpower is also required to handle a re-check counter, answer students’ enquiry, make photocopies, pack up the returned notebooks…etc. It has been decided that the total number of manpower required is 7. Since the counter is also open during lunch times, 3 extra persons are required to take over duties during lunch breaks.

Issues Addressed

Several issues were addressed. Not all students can be entertained during the two exercise periods especially those who are taking part in the exchange programmes overseas. Special arrangements have to be made in order to cater for each individual student.

Besides, there are students who came to the counter without bank receipts. No matter what the reasons were, they have to furnish us with other sufficient proofs that the payments for the LLS notebook computers have indeed been settled. Even so, we find that verifying such proof is very challenging.