INVENTORY PROCEDURES FOR SENSITIVE EQUIPMENT
1. Inventory procedures for sensitive equipment is guided by University Administrative Procedure A3.17. Sensitive equipment is defined as those items valued at less than $5000 which are most at risk of theft. Equipment valued at greater than $5000 per item and computer equipment is considered capital equipment and is governed by University Administrative Procedure A3.14.
2. There are no specific or official inventory requirements for equipment items whose unit cost is less than $5000, except computer equipment. However, university departments are responsible for security and control of all equipment items, with particular attention to those items vulnerable to misappropriation or misuse regardless of the unit cost. The categories of equipment most at risk or the control mechanisms appropriate to each are not precisely defined. The major criterion seems to be items susceptible to removal, personal use, or resale. Sensitive equipment in the Libraries could include principally two categories of equipment, office equipment, e.g., calculators, and audio-visual equipment, e.g., radios, portable television sets, projectors and screens, and video cassette recorders. Other items may be included if considered to be equipment easily vulnerable to loss and under the $5000 threshold.
3. Directors will request each unit under their supervision to establish a list of sensitive items and to update the list on an annual basis. A copy of the list will be forwarded to the Facilities Manager, McKeldin, to be kept on file. The following is the required information, if available, for each listing.
- Item Description
- Manufacturer, make/model number
- Acquisition cost (estimated)
- Physical location (building and room number)
- Serial number, if any
- The position responsible for the equipment
ADMINISTRATIVE MEMO # 23
Effective March 1, 1994Supersedes none
Suggested revisions to any Administrative Memo should be addressed to the Director for Planning & Administrative Services.
