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College of Engineering
Capstone

Checkout Clearance

The Capstone Checkout Clearance form is the method for completing your team’s checkout clearance. The current year's form is available during Winter Semester on your Box drive in Class Documents/Forms. You’ll need to print the form and obtain the appropriate signatures for each of the items before clearance is granted and your Capstone project is officially finished.

Competition teams that have their competition after the last day of class will have a different Capstone Checkout Clearance form. See the Capstone office for details, at least three weeks before the end of the semester.

At the end of the project, each team will be responsible to clean their workspace, return any borrowed equipment, and send all project hardware to the sponsor.

For electronic documentation, you need to complete the following steps before your checkout clearance is finalized:

  • Load all of your team’s files onto your Box folder as noted here. (This is the archive for all of your files, but note that in most cases you will not be delivering all of the files to your sponsor).

Specific instructions for the Checkout Clearance. The Space Clearance and Project Support Center Clearance are to be completed per the instructions on the Checkout Clearance form.

  1. Space Clearance: The space used by your Capstone team must be cleaned up to the satisfaction of the steward of that space. The Capstone office has a list of teams that do NOT need a space clearance, and they will sign this off for your team. (This applies to cyber/software teams).
  2. Project Support Center Clearance: Return any items checked out from the Project Support Center. Obtain a signature verifying you have no additional items checked out.
  3. Experiential Learning Center Clearance: Return any items checked out from the ELC obtain a signature verifying you have no additional items checked out.
  4. Documentation Clearance: Using the required Box folder structure, ensure that EVERY team file is included on Box. This may include but is not limited to: all artifacts created, a github repository clone, photos, executive summaries, poster, testing plans and results, etc.
  5. Sponsor Documentation Clearance: Deliver the Final Design Package to your sponsor. Inform Allyson/Lisa of your delivery method (which could be any of the following methods).
    • USB drive - obtain a USB drive from the Capstone office. They will also provide a professional label for you to attach to the USB drive. Please know the size of USB you will need to contain your Final Design Package.
    • Time-limited download from Box drive (Allyson/Lisa will help with this if needed)
    • Other method that works for your sponsor

    Stop by Lisa's office to get her signature (EB 350-R) after you have sent the email, and she will sign your Checkout Clearance Form.

  6. Project and Hardware Delivery Clearance: After obtaining permission from the Capstone office, verify that either you have a plan in place for delivery or you have shipped the following to the sponsor:
    • One Capstone-provided USB drive containing the Final Design Package documentation. See above for information on obtaining and preparing the USB drive.
    • Any project hardware you have created. If you have heavy, large prototypes that need to be shipped, you may need to use freight shipments. Please see the Capstone office two weeks in advance, and follow the information found in Shipping and Receiving, especially if you have large or heavy items to ship.
  7. Financial Clearance: All transactions have been completed and all receipts have been returned, no additional spending or reimbursements are required, and the team has met its budget requirements.
  • Financial clearance will be granted only AFTER all other checkout clearances are obtained.