Faculty Handbook

Inventory/Property Policies and Procedures


The care and safeguarding of all Western Connecticut State University property is the responsibility of every member of the University. The following policies are mandated by the State and administered by WCSU's Property Management Office.

Inventory that is tagged with a bar-coded inventory label is maintained on The University's inventory system. Departments are responsible for the property that is assigned to that department. Departments are required to report any changes of location in property in their department, including artwork. It is recommended that a department liaison be established to provide a point of contact for the Property Management Office.

A full physical inventory of the University will be performed at least once per year. The results of the inventory will be reconciled at the department level and reported to the offices of the President and Vice President, State Comptroller and the Auditors of Public Accounts.

Disposal of Surplus Property, Obsolete/nonfunctional equipment

The disposal of surplus property must be authorized by the property control office and be properly recorded in the inventory system.

The Property Management Office will arrange all disposal options for equipment that is no longer of use to departments.

Please submit and request in writing or via e-mail to the Property Management Office indicating barcode number and description of the item to be removed from your department and Reason for removal. The department head will be issued a Request for Disposition Form to be signed and returned to the Property Management Office before property can be removed from the department.

Used office furniture and some other surplus items may be requested through the Property Management Office.

Theft, Vandalism or Damage of Property/Funds

The Department Head, loan holder or department property liaison shall report all lost or damaged property immediately to the University Police and Property Management.

Relocation of Property/Equipment

The relocation or transfer of property must be reported to the Property Management Office via interdepartmental mail or e-mail. This must include barcode number and description of the item. If no barcode is found a serial number must be recorded.

To a different building/room--list the new building/room location. To a different department--list new department, building and room.

RELOCATION, TRADE-INS AND RETURNS OF PROPERTY/equipment under warranty etc.

The relocation or transfer of property must be reported to the Property Management Office via interdepartmental mail or e-mail. This must include barcode number and description of the item. If no barcode is found a serial number must be recorded.

To a different building/room--list the new building/room location. To a different department--list new department, building and room.

When property is traded in, returned or replaced by a vendor, both the purchasing department and Property Management Office must be notified. Included in the notification must be barcode, description and purchase order number.

 

Report changes immediately so property records can be updated to meet

State Requirements

Equipment on Loan Policy

Equipment owned by the State may be removed from its assigned location only with prior written permission from the appropriate agency head. State equipment is not intended to be used for personal reasons. Loan permission is to be granted only in order to conduct State business.

The equipment may be loaned if the agency head is convinced that the removal of such equipment will not:

  1. Interfere with the normal operation of the agency
  2. Cause unreasonable wear and tear on the equipment
  3. Cause expense to be incurred by the agency
  4. Provide for profit-making activities

It is necessary to have control over equipment that leaves State premises. An individual who has been authorized to use State equipment on loan must sign the "Record of Equipment on Loan Form"--WCSU-EOL-1. The individual will be responsible for theft or other cause and/or any damage to the equipment. They will provide due care and security for the equipment until it is returned to the agency. In the event of a theft, it must be reported immediately to The Police Department and Property Management Office. It will be necessary to provide a Police report to Property Management Office.

The WCSU EOL-1 form must be completed in triplicate. One copy is retained by the department loaning the equipment, one copy is to be sent to the Property Management Office and the final copy should be given to the individual authorized to use the equipment.

Equipment on Loan forms must be renewed no more than one year from date of issue or the equipment must be returned to the loaning department. It is WCSU policy that all laptops issued to faculty and staff have an Equipment on Loan form issued for it.

Property management along with the issuing department should maintain a log book to hold the forms. If the equipment has not been returned/renewed by the expected date indicated, procedures shall include making direct contact by letter or phone on a weekly basis with the individual until the equipment is returned. Equipment should not be loaned for extended periods of time and all equipment should be returned to the agency during the annual physical inventory.

For questions, please contact Kevin Koschel, Property Manager at 7-3933.

To obtain Property and Inventory Forms referenced please contact The Property Management Office or visit http://www.wcsu.edu/propertymg for forms and more information.

Form: Equipment Loan Form

Revised July, 2002
Updated July, 2008

Updated June, 2013


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