File Code: ADM.PROPERTY.USE
Approval Date: 4/11/05
Approved By: President
These regulations are issued to provide guidelines and procedures to assure that University equipment is used only for educational, research, or public service purposes of the University and in accordance with the requirements of the State Property Control Act (30 ILCS 605/) and other applicable laws and regulations governing state property.
Equipment belonging to Western Illinois University is controlled under the provisions of the State Property Control Act and is subject to the regulations of the Department of Central Management Services as "state-owned property." The President of the University is accountable for the supervision, control, and inventory of all state-owned equipment in the custody of Western Illinois University. These custodianship duties and responsibilities are delegated as outlined below.
Custodianship Duties and Responsibilities
Inventory custodians are delegated the responsibility of maintaining proper accountability and control of the equipment within their jurisdiction. Inventory custodians shall have the following specific responsibilities regarding University equipment:
- Know the location of all equipment inventoried to their account and assure that such equipment is reasonably secure from possible theft and other hazards.
- Assure that assigned equipment is being used in the best interest of the University.
- Provide assistance as needed to Property Control personnel who are taking inventory or placing identification tags on equipment.
- Complete an annual verification of the status of departmental inventory on a timely basis and complete required forms provided by Property Control.
- Discourage theft and loss of University equipment by assigning responsibility for its maintenance and proper use.
The Vice President for Administrative Services has been delegated the authority to develop and issue necessary procedures and to provide general supervision of the property control function. The Property Control unit is primarily responsible for the maintenance of inventory records, identification of equipment by department and location, and satisfying the requirements of accountability of all assets and reporting to the State Department of Central Management Services as required.
Removal of University Equipment
Generally, no one is permitted to remove from University premises any equipment belonging to the University, even though it may seem to be of no value, unless it is removed under established guidelines as noted below:
- Temporary Removal Guidelines and Approvals (Less than 30 days):
University equipment may be temporarily removed from University premises when it is determined by the inventory custodian, dean, or director that such removal will advance the University programs or activities of that unit. Such removal must be approved by the dean, director, or inventory custodian. The person or official representative of the entity to which the equipment is temporarily assigned must utilize the equipment for University-related business or activities, and agree to assume responsibility for the equipment during the time it is removed. Furthermore, the person or entity to which the equipment is assigned may be liable for any losses, damage, destruction, or impairment of function or useful life of the equipment that may result due to negligence or carelessness.
- Extended Removal and Approvals (30 days or more):
The Vice President for Administrative Services, or designee, in addition to the respective area=s Dean or Vice President may authorize extended removal of equipment from University premises for use in University-related activities. In such cases, no specific time period need be stated, the intent being that the equipment will remain at the off-campus location for as long as the University program or activity is conducted at that location. Equipment used for off-campus classes or research projects does not need approval from the Vice President for Administrative Services but must comply with procedures described in #1 above.
All University equipment with a value of $100 or more but less than $500 with the exception of those items of equipment identified as "high theft" is required to be identified with a yellow bar code or "Property of" tag.
Marking and Inventory of Equipment
The Property Control Office is responsible for tagging equipment with a value of $500 or more including items valued at less than $500 considered "high theft" with numbered bar code tags. Campus fiscal agents or inventory custodians are responsible for tagging equipment valued at less than $500 with a yellow "Property of Western Illinois University" tag. Use of a numbered yellow bar code tag for equipment valued at $100 or more but less than $500 is optional.
All equipment valued at $500 or more, including "high theft" items valued at less than $500 is reported to CMS by the Property Control Office. Other equipment valued at less than $500 is not subject to bookkeeping or reporting.
The University is required to make an annual physical inventory of equipment. All departments are required to sign the "Inventory Certification Discrepancy Report" and forward the documents to Property Control.
Vice Presidents will be asked to review a listing of items within their area that have been reported as missing and make recommendations for corrective action. The recommendations may include:
- continue searching for the missing equipment;
- request a Public Safety investigation to determine whether the equipment was stolen; or
- determine the equipment to be missing and request that missing items be removed from the department inventory.
The fact that a piece of equipment is valued at less than $100 and is not accountable as movable equipment does not relieve fiscal agents or staff members of the responsibility for the prudent use, care, and safeguarding of the item. No piece of equipment should be considered to be expendable based only on its value being less than $100 and its not being identified with a property control number.
Surplus Equipment Pool
Surplus equipment and furniture no longer needed by campus departments will be available for reassignment to other departments.
The inventory custodian shall notify the Property Control Office when any equipment is no longer needed by the unit.
Transfer of equipment will be requested by inventory custodians and approved by the Property Control Office.