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Effective: 1/27/1993

Revised: 2/1/2000

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[ASU logo] PCS 506: Off-Campus Loans of Equipment to Agencies

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Purpose
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To control off-campus loans to agencies 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#)

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Policy
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Equipment may be loaned off campus to state or non-state agencies only if it is to be used at the agency for university or sponsored purposes (unless it can be demonstrated that the university would benefit from the loan) or used by a subcontractor.

Removal of Equipment from Campus

Equipment may be removed from the university premises only for university or sponsored project use. It may not be removed for personal use. There are no exceptions. Temporary off-campus loans may not exceed two years in duration and must be renewed biannually.

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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 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, as appropriate, for approval before removing the equipment off campus.
Department chair, dean, director,
or
designee
  1. Approve 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- or 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 being loaned. Forward the original to Property Control.
Property Control
  1. Record the temporary location of capital equipment.
If government-owned equipment is being sent off campus:
  1. Verify the delivery of the equipment by receiving written confirmation of delivery.
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 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 and update the property control system.
endtable

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