Property Control System Manual (PCS)

Effective: 3/1/1984

Revised: 3/1/2005

PCS 505: Off-Campus Use of Equipment

Purpose

To manage off-campus use of university- and sponsor-owned equipment

Source

Property Control

Applicability

All moveable university- and sponsor-owned equipment having been assigned an ASU property control number (ASU PC#) and all department personnel removing equipment, for a period of time, from buildings or facilities owned or leased by ASU

Policy

Removal of Equipment from Campus

Equipment may be removed from the university premises only for university or sponsored project use. Equipment must be accompanied at all times with a Temporary Off-Campus Loan of Equipment form. Temporary off-campus loans may not exceed two years in duration and must be renewed biannually.

Permissible Use of Equipment off Campus

University- and sponsor-owned equipment must be used only for university purposes, not for personal purposes. Permissible university purposes include the following:

1. an individual’s performance of assigned duties at ASU
2. a faculty member’s research
3. ASU course work of an individual working two-thirds time or more
4. an individual’s service to a nonprofit professional association or community organization where the individual is not receiving any remuneration

   and

5. other activities as approved by the individual’s department chair, dean, director, or designee, as appropriate.

Procedures

Removing Equipment from Campus

The department removing equipment:

1. completes a Temporary Off-Campus Loan of Equipment form

   Note: Forms are also available in Property Control or on the Property Control Web page.

   and

2. sends the completed and signed form to the department chair, dean, director, or designee for approval before removing the equipment off campus.

The department chair, dean, director, or designee:

1. approves/denies and signs the Temporary Off-Campus Loan of Equipment form
2. photocopies the approved form
3. retains the photocopy for department files

   and

4. sends the original to the faculty or staff member.

The faculty or staff member verifies that the loaned equipment has an ASU property control number (ASU PC#) affixed.

If the equipment has been acquired recently and does not have an ASU PC#, the faculty or staff member contacts Property Control before removing the equipment from campus. Property Control tags the equipment and adds it to the property control system.

Note: Moving university- and sponsor-owned capital equipment off campus without an ASU PC# is prohibited.

Once the equipment has an ASU PC#, the faculty or staff member:

1. photocopies the approved form
2. keeps the photocopy with the equipment on loan

   and

3. forwards the original to Property Control.

Property Control records the temporary location of capital equipment in the property control system.

Returning Loaned Equipment

The faculty or staff member:

1. returns the loaned equipment to its permanent location on or before the return due date
2. completes the bottom portion of the Temporary Off-Campus Loan of Equipment form
3. obtains the appropriate signature at the bottom of the form from the department chair, dean, director, or designee

   and

4. forwards a photocopy of the bottom portion of the form to Property Control.

Property Control records the new location of capital equipment in the property control system.

 

Cross-Reference

For information on personal use of university equipment, see the Financial Services Policies and Procedures Manual—FIN 117, “Personal Use of University Resources.”

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