Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 7/1/2012

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PCS 505: Off-Campus Use of Equipment

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Purpose

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

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Source

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Property Control

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Applicability

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All moveable university- and sponsor-owned equipment being removed from buildings or facilities owned or leased by ASU

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Policy

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Equipment may be removed from the university premises only for university or sponsored project use.

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
  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, as appropriate.

Equipment must be accompanied at all times with an Off-Campus Use of Equipment Authorization form. Off-campus forms are valid for up to two years in duration but can be renewed biennially.

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Procedures

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Removing Equipment from Campus

Capital equipment must be tagged with an ASU Property Control number PCN before leaving campus. If it is not tagged, contact Property Control immediately. Property Control tags are also available for noncapital equipment at the department’s request.

The department removing equipment:

  1. completes an Off-Campus Use of Equipment Authorization form

    Note: Forms are also available from Property Control or the Property Control Web site.

    and

  2. sends the completed and signed form to the department chair, dean, or director for approval before removing the equipment off campus.
The department chair, dean, or director:
  1. approves and signs or denies the Off-Campus Use of Equipment Authorization 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:

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

    and

  3. if the form lists equipment tagged with a PCN, forwards the original to Property Control.

Property Control records the temporary location of the equipment in the Property Control database.

Returning Loaned Equipment

The faculty or staff member:

  1. returns the loaned equipment to its permanent location
  2. completes the bottom portion of the Off-Campus Use of Equipment Authorization form
  3. obtains the signature of the department chair, dean, or director at the bottom of the form

    and

  4. if the form lists equipment tagged with a PCN, forwards a photocopy of the form to Property Control.

Property Control records the new location of the equipment in the Property Control database.

 

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Cross-Reference

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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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