Borrowing Computer Equipment: Difference between revisions

From Appalachian State University Policy Manual
imported>Deaskc
imported>Deaskc
 
(8 intermediate revisions by 2 users not shown)
Line 1: Line 1:
Policy 507.13
Policy 507.13
== Introduction ==
== Introduction ==
You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.


== Scope ==
== Scope ==
Line 11: Line 10:


=== Authorized Personnel ===
=== Authorized Personnel ===
The University will allow faculty and staff to borrow personal computers and related equipment in order to fulfill their responsibility to the University.
4.1.1 The University will allow faculty and staff to borrow personal computers and related equipment in order to fulfill their responsibility to the University.


The equipment can be borrowed only upon the written authorization of the Chairperson, or the department head of the department from which the equipment is being borrowed. An "Equipment Check-out Permission Form" may be obtained from the Warehouse.
4.1.2 The equipment can be borrowed only upon the written authorization of the Chairperson, or the department head of the department from which the equipment is being borrowed. An "Equipment Check-out Permission Form" may be obtained from the Warehouse.


=== Procedures for Borrowing Computer Equipment ===
=== Procedures for Borrowing Computer Equipment ===
   
   
All computer equipment that is borrowed by a faculty or staff member must be recorded on an equipment check-out permission form. The form can be requisitioned from the warehouse. The form must be completed with the appropriate signatures and distributed properly.
4.2.1 All computer equipment that is borrowed by a faculty or staff member must be recorded on an equipment check-out permission form. The form can be requisitioned from the warehouse. The form must be completed with the appropriate signatures and distributed properly.


Steps to complete the Equipment Check-out Form:
4.2.2 Steps to complete the Equipment Check-out Form:
*Department name.
#Department name.
*The Fixed Asset System property identification tag number.
#The Fixed Asset System property identification tag number.
*The equipment description including the make, model, and serial number.
#The equipment description including the make, model, and serial number.
*Purpose for off-campus use - a brief explanation describing which project/grant etc. for which the equipment will be used.
#Purpose for off-campus use - a brief explanation describing which project/grant etc. for which the equipment will be used.
*Duration of authorization - the dates the equipment is expected to be used.
#Duration of authorization - the dates the equipment is expected to be used.
*Read the certification carefully, sign and date.
#Read the certification carefully, sign and date.
*The Department Chairperson or department head should sign the form giving authorization to the borrower for the loan of the equipment.
#The Department Chairperson or department head should sign the form giving authorization to the borrower for the loan of the equipment.
*Distribute the appropriate copies when the equipment is borrowed.
#Distribute the appropriate copies when the equipment is borrowed.
*When the equipment is returned, identify the equipment and have the Department Chairperson sign the form.
#When the equipment is returned, identify the equipment and have the Department Chairperson sign the form.
*Distribute the copies
#Distribute the copies


=== Responsibility ===
=== Responsibility ===
It is the responsibility of the lending department to maintain a record of the equipment which has been loaned to a faculty or staff member. Students are not permitted to borrow computer equipment.
4.3.1 It is the responsibility of the lending department to maintain a record of the equipment which has been loaned to a faculty or staff member. Students are not permitted to borrow computer equipment.


The University auditors and the State auditors will expect each department to provide copies of authorizations for any equipment which has been loaned and not returned. The borrower may be asked to temporarily return the equipment for verification.
4.3.2 The University auditors and the State auditors will expect each department to provide copies of authorizations for any equipment which has been loaned and not returned. The borrower may be asked to temporarily return the equipment for verification.


== Additional References ==
== Additional References ==
References See also PURCHASING Procedure Statement 7.


== Authority ==
== Authority ==
Line 44: Line 42:




== Effective Date ==
== Original Effective Date ==


== Revision Dates ==
== Revision Dates ==


Last modified 04/08/2011 08:55:49 AM by Matt McNaney
[[Category:Contents]]
[[Category:Business Operations]]
[[Category:Facilities and Property Management]]

Latest revision as of 21:30, 15 December 2014

Policy 507.13

Introduction

Scope

Definitions

Policy and Procedure Statements

Authorized Personnel

4.1.1 The University will allow faculty and staff to borrow personal computers and related equipment in order to fulfill their responsibility to the University.

4.1.2 The equipment can be borrowed only upon the written authorization of the Chairperson, or the department head of the department from which the equipment is being borrowed. An "Equipment Check-out Permission Form" may be obtained from the Warehouse.

Procedures for Borrowing Computer Equipment

4.2.1 All computer equipment that is borrowed by a faculty or staff member must be recorded on an equipment check-out permission form. The form can be requisitioned from the warehouse. The form must be completed with the appropriate signatures and distributed properly.

4.2.2 Steps to complete the Equipment Check-out Form:

  1. Department name.
  2. The Fixed Asset System property identification tag number.
  3. The equipment description including the make, model, and serial number.
  4. Purpose for off-campus use - a brief explanation describing which project/grant etc. for which the equipment will be used.
  5. Duration of authorization - the dates the equipment is expected to be used.
  6. Read the certification carefully, sign and date.
  7. The Department Chairperson or department head should sign the form giving authorization to the borrower for the loan of the equipment.
  8. Distribute the appropriate copies when the equipment is borrowed.
  9. When the equipment is returned, identify the equipment and have the Department Chairperson sign the form.
  10. Distribute the copies

Responsibility

4.3.1 It is the responsibility of the lending department to maintain a record of the equipment which has been loaned to a faculty or staff member. Students are not permitted to borrow computer equipment.

4.3.2 The University auditors and the State auditors will expect each department to provide copies of authorizations for any equipment which has been loaned and not returned. The borrower may be asked to temporarily return the equipment for verification.

Additional References

Authority

Contact Information

Original Effective Date

Revision Dates