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Effective: 3/1/1984

Revised: 3/1/2005

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[ASU logo] 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 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

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Policy
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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.

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ProceduresD
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Removing Equipment from Campus
Responsibility
Action
Department removing equipment
  1. Complete a Temporary Off-Campus Loan of Equipment form.
    Note: Forms are also available in Property Control or on the Property Control Web page.
  2. Send the completed and signed form to the department chair, dean, director, or designee for approval before removing the equipment off campus.
Department chair, dean, director,
or
designee
  1. Approve/deny and sign the Temporary Off-Campus Loan of Equipment form.
  2. Photocopy the approved form and retain the photocopy for department files. Send the original to the faculty or staff member.
Faculty
or
staff member
  1. Verify that the loaned equipment has an ASU property control number (ASU PC#) affixed.
If the equipment has an ASU PC#:
  1. Skip to step 9.
If the equipment has been acquired recently and does not have an ASU PC#:
  1. Contact Property Control before removing the equipment from campus.
    Note: Moving university- and sponsor-owned capital equipment off campus without an ASU PC# is prohibited.
Property Control
  1. Tag the equipment and add it to the property control system.
Faculty
or
staff member
  1. Photocopy the approved form and keep the photocopy with the equipment on loan. Forward the original to Property Control.
Property Control
  1. Record the temporary location of capital equipment in the property control system.
Returning Loaned Equipment
Responsibility
Action
Faculty
or
staff member
  1. Return the loaned equipment to its permanent location on or before the return due date.
  2. Complete the bottom portion of the Temporary Off-Campus Loan of Equipment form.
  3. Obtain the appropriate department chair, dean, director, or designee’s signature at the bottom of the form.
  4. Forward a photocopy of the bottom portion of the form to Property Control.
Property Control
  1. Record the new location of capital equipment in the property control system.
endtable

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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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