Industrial Contracts Office
1705 El Camino Real
Palo Alto, CA 94306
ico@stanford.edu

FOR RESEARCH ADMINISTRATORS – Company Equipment Loan FAQs

What is the difference between a gift of equipment and a loan of equipment?
If the equipment is a gift, then Stanford owns the equipment.  If the equipment is a loan, then the company owns title to the equipment, and permits use of the equipment at Stanford during the loan period. At the end of the loan, either the equipment is returned or the University has to make other arrangements with the equipment’s owner.  In addition, a company lending equipment may restrict how the equipment can be used.
What do I do if a PI needs one of these agreements?
Have the PI complete and sign the Equipment Routing Form and email or fax the form to ICO.  Some organizations will send the PI their agreement – if so, please forward it to us.  After we have reviewed the Routing Form and the agreement, we will contact the PI and company resolve any questions.
Who is responsible for the maintenance and insurance on the loaned equipment?
That depends upon the loan agreement between the company and Stanford. It‘s important to agree in advance who will provide and pay for delivery, service, installation, de-installation and related costs.
Can other researchers use equipment loaned to a particular PI?
This depends on the terms of the loan agreement.
Are there any restrictions on how the PI can use the loaned equipment? For example, can the PI do research funded by another company on this equipment?
This also depends on the terms of the agreement.
The company wants rights to inventions the PI makes using the loaned equipment.  Are there any problems with this?
Yes.  Stanford does not grant the lender rights to inventions created with the equipment.  There are many reasons. Offering the lender such rights may conflict with rights granted to the entity funding the research.   Also the University cannot track exactly who uses which pieces of equipment in their research projects.
Who needs to know the PI is receiving loaned equipment?
The department chair and the materials manager should know that the equipment will be installed in the PIs lab. Also, it’s important to tell the Property Management Office about the equipment loan and provide a copy of the loan agreement.
What if the loaned equipment will be installed in the Stanford Hospital & Clinics or Lucile Packard Children’s Hospital?
The University does not have the authority to sign agreements on behalf of the hospitals and clinics. ICO will coordinate with the University’s Office of the General Counsel and the hospital to make sure that all parties can accept and abide by the terms of the agreement.