For over a decade, WebCheckout has been the de facto leader for scheduling equipment, assets, and facilities in Higher Education while neatly integrating with many campus systems for registration information, Single Sign-On (SSO), and billing. WebCheckout has dozens of features developed specifically for the unique needs of Higher Education.

WebCheckout is a web-based service, with both a Patron Portal where faculty and students can reserve equipment and spaces, as well as an administrative interface for departmental Operators can manage checkouts and returns.

Reserving Equipment or Spaces

To request a reservation for equipment or rooms/spaces, please use the UNT WebCheckout Patron Portal.

Licensing

CAS IT Services, in collaboration with multiple departments and colleges at UNT, has acquired an annual, limited-user license for WebCheckout. Current participating members include:

• CAS IT Service Desk (COS)
• CAS Student Computer Labs (COS)
• College of Education (COE)
• College of Health and Public Service (HPS)
• College of Music (MUSIC)
• College of Visual Arts and Design (CVAD)
• Department of Media Arts (CLASS)
• Department of Spanish (CLASS)
• Department of Studio Art (CVAD)
• Department of Technical Communication (CLASS)
• Department of World Languages, Literatures, and Cultures (CLASS)
• Mayborn School of Journalism (JOUR)
• Teach North Texas (COS)

If your department or college is interested in using WebCheckout in your area, please email CAS-Software@unt.edu. We will contact you to get additional information so we can get pricing from the vendor to add you to our existing license.

Training and Resources

For staff who are already members of the UNT WebCheckout group, we have training materials and other resource documentation available for you to use. You can also email the support team at WebCheckout at the following address for assistance with questions or problems you may have:

implementation@webcheckout.net

FERPA Training

Under State Law, the Registrar "owns" the student records we use to fullfill academic department needs via WebCheckout. The Registrar has authorized us to use that information for this purpose, provided all WebCheckout operators (including student employees), successfully complete FERPA training. Further, our VP for Compliance recommends we periodically refresh this knowledge and understanding to ensure current and future UNT employees who run WebCheckout realize our roles and responsibilities (see referenced form on this page).

Because employees (a.k.a. "operators") at each Checkout Center have the possibility of seeing protected student record information, including student ID numbers, course enrollment, etc., it is mandatory for each operator (including student employees) to complete FERPA training.

It is the responsibility of each Checkout Center manager to ensure all operators have completed FERPA training prior to being given operator access to WebCheckout. The manager is also responsible for keeping printed copies of FERPA training completion records (for compliance and audit purposes) for each operator working at the Checkout Center. Prior to being given access to WebCheckout, each Checkout Center mananger must complete and sign an agreement form acknowledging these responsibilities:

• WebCheckout Center Agreement Form

Training Videos

The original UNT WebCheckout group members received 8 hours of online training spread over three days, and those training sessions were recorded. Members of the WebCheckout group can download the videos from the Sharepoint site and watch them on their own computers:

• Day 1 Training (approx. 3 hours)
• Day 2 Training (approx. 3 hours)
  • Part 1
  • Part 2
• Day 3 Training (approx. 2 hours)

Data Import Files

To begin using WebCheckout, you'll need to upload all your equipment inventory into the WebCheckout system. Instead of doing it one item at a time, WebCheckout provides a way to import a list of equipment, or "resources" all at the same time. First, define your "resource_types" using one file, and then list all your "resources" using a separate file (see training videos for more details).

• Resource file example
• Resource file template
• Resource_type file example
• Resource_type file template

Creating Barcodes for Use with WebCheckout

To make it easier to accurately check items out to customers and check them back in, WebCheckout allows using barcodes to quickly scan a unique identifier for each item in your inventory. While it is recommended to use an item's UNT Asset Tag number when available, you can create your own inventory numbering system and use that item's inventory number as it's barcode (as long as each barcode is unique).

• Instructions for creating barcodes (.docx)
• Barcode font (.otf)
• Barcode data file (.xlsx)
• Barcode label creation file (.docx)

Custom Email Templates in WebCheckout

WebCheckout has multiple email templates you can use to email your customers, depending on specific circumstances (reservation or pick-up reminders, overdue equipment notices, etc.). Since each college/department will likely have different content to include in their emails, you can create and customize email templates specifically for your Checkout Center.

• Creating Custom Templates