In the 2025-2026 school year, colleges saw a 1.2% increase in enrollment, welcoming about 19.5 million students to campuses across the U.S. Campuses are growing and students need more laptops, tablets, AV equipment, and connected devices than ever before. Universities are facing pressure to manage technology as conveniently as students and faculty experience other aspects of campus life.
Traditional distribution methods often struggle to keep up with demand. Manual checkouts, limited office hours, long lines, and inconsistent tracking can create challenges for IT teams and students. As campuses continue modernizing operations, many universities are rethinking their IT equipment distribution process.
Traditional IT Equipment Distribution
Most campus IT departments still rely on help desks to manage device distribution. While these systems may work at smaller scales, they become increasingly difficult to manage as demand grows.
Coordinating these requests across departments manually can consume valuable staff time and create challenges like:
- Limited pickup availability
- Long wait times
- Difficulty tracking who has equipment and when it is due
- Lost or unreturned devices
- Staffing constraints
- Security concerns with storing high-value equipment
The Student Experience
Students expect technology to play a role in their classes, housing, dining, and shopping experiences. They prioritize fast and convenient access.
87% of students said a school’s tech savviness was an important factor in their decision to enroll.
As universities prioritize attracting new students, modernizing campus services has become more of a priority.
Classes utilize virtual learning options, housing has package management tech, and dining can be ordered and paid through a phone. But, this shift in incorporating more technology on campus extends beyond these use cases. In libraries and IT departments, long wait times, limited office hours, and manual pickup processes create friction where students are accustomed to fast and immediate experiences.
In our University Package Volume report, we analyzed pickup data from students across several campuses. We found more than 1/3 of students picked up their deliveries within 6 hours. This behavior shows that students expect immediacy when it comes to campus services.
How Smart Lockers Help IT Equipment Distribution
Smart lockers provide universities with a secure, automated way to distribute and return IT equipment without requiring continuous staff involvement.
Instead of coordinating in-person handoffs, IT teams can place devices into secure lockers and assign access digitally. Students or faculty receive a notification with pickup instructions and can retrieve equipment whenever it is convenient.
24/7 Self-Service Access
Students can pick up devices early in the morning, late at night, or between classes.
Reduced Staff Workload
Staff can focus on other tasks, and the need for a staffed help counter are eliminated.
Security & Accountability
Each transaction is digitally tracked, maintaining visibility and reducing device loss.
Common Smart Locker Use Cases for IT Departments
Universities are using smart lockers for a wide range of IT-related workflows across campus.
Laptop Loaner Programs
- Students can rent laptops and other equipment for the semester.
Device Repair Pickup
- IT teams can coordinate repair exchanges rather than requiring scheduled appointments.
Classroom Technology
- AV equipment, microphones, and projectors can be rented for special projects.
Staff and Department Equipment Sharing
- Shared departmental equipment can be securely distributed across campus.
Supporting a Modern Campus Experience
Technology access is increasingly tied to student success. When equipment distribution processes are slow or inconvenient, it can directly impact learning experiences. Universities that modernize IT operations are not only improving efficiency for internal teams, but creating a more enjoyable environment for students.
As campuses continue investing in digital technology initiatives, smart lockers are becoming an important part of the conversation. Locker systems, like Luxer One, can help universities create secure, flexible, and efficient workflows for managing exchanges across campus.
Contact us to learn more about our full campus solution!
