SECTION IX

INSTITUTIONAL SERVICES

A. Equipment Management

This section describes the department head's/area equipment manager's responsibilities to property control and the information that should be forwarded to the Property Control Office.

1. Minimum Dollar Value for Recording Equipment

   1. $500.00 for computers, computer monitors, computer printers, and
   2. $1,500.00 for all other equipment items
      
      

2. Equipment Tagging All recorded equipment must be tagged with a Purchase College or a Research Foundation (RF) numbered barcode decal. The decal must be affixed in a prominent location on the item so that visual inspection will readily identify the decal number.

   Equipment is initially tagged in the Central Receiving area upon arrival onto the campus. However, if a decal is removed or defaced, the equipment user is required to report this to the Property Control Office for decal replacement and adjustment in the Property Control System (PCS).

3. Required Information Equipment information that is required:

   1. Purchase College or RF asset decal/tag number
   2. Location (building and room no.) of item
   3. Description of item - what the item is, color, etc.
   4. Original cost**
   5. Manufacturer
   6. Model number
   7. Serial number
   8. Condition of item (excellent, good, fair, poor)
   9. Purchase order number
   10. Date item was received on campus**

   **estimates will be accepted where the data is absolutely unavailable

4. PCS Information on the Purchase Requisition for New Equipment In the preparation of the purchase requisition for the purchase of new equipment, that portion of the purchase requisition labeled "PCS Information"is to be completed in full to indicate the planned location of the requisitioned item(s).

   Following issue of the purchase order for equipment, an Equipment Verification Form is generated from the Property Control Office and forwarded to the department requesting the equipment. Upon receipt of the equipment item, the Equipment Verification Form is to be completed in full and returned to the Property Control Office.

5. Condition Changes
   Changes in condition of equipment items must be reported in writing to the Property Control Office, referencing the item description, manufacturer, College or RF tag number, serial number and model number.

6. Location Changes
   Changes in location of equipment items must be reported in writing to the Property Control Office. This includes both room changes within a building and building changes. The Equipment Location Change Form must be completed in full to record the item description, manufacturer, College or RF tag number, serial number, model number, condition and new location of the equipment.

7. Additions/Enhancements
   Additions/enhancements to existing equipment must be reported in writing to the Property Control Office, for example, a new sorter for a photocopier. The original item description, manufacturer, College or RF tag number, serial number and model number should be referenced; the new addition/enhancement should be described according to the requirements set forth in 3 above.

8. Equipment Disposal and Surplus
   When equipment is no longer used by a department, notification in writing must be made to the Property Control Office, indicating the item by description, manufacturer, College or RF tag number, serial number, model number and condition. A brief reason for disposal of the asset must be supplied. Request for Equipment Disposal/Surplus form is to be completed in full and signed.

   Absolutely NO ITEM OF EQUIPMENT IS TO BE DISPOSED OF WITHOUT AUTHORIZATION FROM THE PROPERTY CONTROL OFFICE. There are procedures of the State of New York Office of General Services that must be followed.

9. Equipment Trade-ins
   Whenever possible, older or unused equipment should be traded in when new equipment is purchased. The purchase requisition for the new equipment must reference the trade-in and include asset tag number, item description, manufacturer, model number, and serial number. Written notification of the trade-in must also be given to the Property Control Office.

10. Self Re-inventory by Departments
    Periodically area/location/department equipment managers will be forwarded from the Property Control Office, a complete, or a selected, listing of equipment items under his/her jurisdiction. These reports are to be reviewed and verified, adjusted and amended appropriately to accurately reflect the inventory of the subject area requested.

11. Re-inventory by Property Control Office
    Periodically the Property Control Office will be required to perform an actual physical inventory count of equipment for a designated department, area or building. When this is planned, sufficient advance notification will be given by the Property Control Office to the department head and area equipment manager in order that a mutually agreeable time period is chosen; cooperation is expected in the scheduling since access to secured areas will be needed and questions concerning asset items might arise.

12. Spot Review/Inspection of Equipment
    Periodically the Property Control Office will be required to perform an actual physical inventory of selected equipment items on an immediate spot inspection basis with no advance notice to the department or area.

13. Available Surplus Equipment
    Both listings and data on selected items of Statewide surplus equipment are made available to the campus through the Property Control Office. This information is promptly forwarded to the appropriate campus personnel for possible acquisition by Purchase College, usually at no other cost than transportation to pick up the item. All equipment acquired through surplus is to be reported to the Property Control Office in order that it be tagged as College property and entered into the PCS.

14. Equipment Donations
    Prior approval from the Chief Executive Officer is required for acceptance of all equipment donations. Before seeking acceptance of an equipment donation, thought should be given to the condition and expected useful life of the equipment, especially in relation to the potential costs of maintaining the equipment to a working level.

    The College is prohibited from placing a dollar value on equipment donations. Therefore, under no circumstance may a College employee provide an equipment donor with a cash evaluation that could be used for tax or other purposes.

    All equipment donations are to be reported in writing to the Property Control Office for tagging and entry into the PCS according to the guidelines set forth in 2 and 3 above.

15. Equipment Off Campus
    Occasionally it is necessary for College owned equipment to be used for special projects outside the campus grounds. The Division Vice President must approve this use. An Equipment Location Change form should be completed and forwarded to the Property Control Office where the location change is recorded and the tracking of equipment is maintained.

    The person using the equipment off campus will be liable for the full replacement cost of the equipment in the event of damage, loss or theft of the equipment. The equipment user may be required to provide insurance protecting the equipment while the equipment is off campus.

16. Equipment Cannibalization
    Under some circumstances it is cost effective for a department to service a usable item of equipment with parts from an unusable item of equipment. In such cases, the Property Control Office must be advised of the cannibalization. The request for Equipment Disposal/Surplus form is to be completed for the cannibalized, i.e., disposed item.

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