Property on Loan

 Per the State Property Manual- Equipment owned by the State may be removed from its assigned location only with prior written permission from the appropriate Department 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 Department head is convinced that the removal of such equipment will not:

  1. Interfere with the normal operation of the University.
  2. Cause unreasonable wear and tear on the equipment.
  3. Cause expense to be incurred by the University.
  4. Provide for revenue-generating 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-EO.  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 University. In the event of a theft, please contact the campus police department . A copy of the police report must be sent to the Property Management department for filing a CO-853 report with the State of Connecticut in accordance with the procedures defined in the State Property Control Manual.

Internal University Procedures

The WCSU-EOL-1- Record of Equipment Loan Form (pdf) form must be completed in triplicate. The division or department loaning the equipment retains one copy, one copy is to be sent to the Property Management Department and the final copy should be given to the individual authorized to use the equipment.

Equipment should not leave State premises unless a loan form has been submitted to Property Management and the item is properly bar-coded or identified.

Property Management maintains a logbook to hold the forms. It is the responsibility of the loaning department to follow up on the equipment out on loan.  Loans are only valid for one year and the loan must be renewed or the equipment must be returned. If the equipment has not been returned by the expected date indicated, procedures will include making direct contact by email or phone with the individual until the equipment is returned. Delinquent equipment will be reported .  Equipment cannot be loaned for more than a one year period at a time and all equipment should be returned to the University during a physical inventory.

 

For questions or to request a copy of WCSU Inventory Policies and Procedures please contact Kevin Koschel, Property Control and Mail Services Manager
at 837-3933 or e mail  koschelk@wcsu.edu

The Property Management Equipment on Loan form is presented in Adobe Acrobat (pdf) format.  If you do not have Adobe Acrobat Reader, please download and install it from Adobe's web site.

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