The Policy for Equipment Maintenance provides guidelines for ensuring that faculty and students within the School of Education have access to optimal computer resources with which they can work.  Procedures for listing computer equipment with University Fixed Assets are also included.

Policy for Equipment Maintenance
 

1. The major aim of this policy is to provide guidelines for ensuring that faculty and students within the School of Education have access to the most optimal computer resources to sufficiently undertake their duties.  “Sufficiently” is interpreted as ensuring Faculty and staff have access to the main frame and networks, and can run currently available software.

2. That all equipment (valued at more than $1500 -- see The University of North Carolina at Greensboro, Inventoried Fixed Assets document) bought with University funds, including grants and contracts, must be listed on the University Fixed Assets Inventory.  Departments must have their own policies for equipment valued at less than $1500 (this includes location, serial number, and description).  This applies to all computer resources regardless of where they are housed (e.g., in office, home, computer lab.)

Note the University Fixed Assets policy:

The Department Head has custodial responsibility and accountability for all equipment
assigned to that department (from whatever source of funding, grants, etc.).

Because equipment purchased by the University is to further its educational mission and office space is provided to its faculty and staff, Fixed Assets should generally remain on campus.  If it becomes necessary for equipment to be taken off campus for two weeks or less, the department head should be notified.  If items are taken away from their designated location for longer than two weeks, the department head must notify Fixed Assets.  This notification must include a item tag number, description, date of removal, expected date of return, the employee who has custody of the equipment and the reason the equipment is temporarily removed.  The Department Head continues to have responsibility for the equipment.  Any item located off campus  requires the department head to annually confirm this by responding to a memo sent to the  department by the Fixed Assets office.  The confirmation must reaffirm that the original reasons that the item was located off campus are still valid and that the department head continues to acknowledge responsibility for the item.  When a machine is sold, disposed of, re-distributed, or moved, such changes must be noted on the assets register.

3. The assets register lists the machine, purchase date, serial number, and office location of  the computer.  Note, that if it becomes necessary for equipment to be taken off    campus for two weeks or less, the department head should be notified.  If items are    taken away from their designated location for longer than two weeks, the department head must notify Fixed Assets.

Note: If equipment is to be re-located outside Departments, then the appropriate Fixed    Assets form (Agreement for Equipment Located Off Campus), signed by the Chair of    Department, must be submitted PRIOR to removing the equipment.

Note: The staff member must sign the "Agreement for Equipment Located Off Campus", which includes the statement ?While signed out to me if the equipment is    lost, stolen, or not returned when requested by the Department of Fixed Assets, I agree    to  repay the equipment value?, and other than laptop computers, the staff member is    liable for insurance coverage.

4. Any computer connected to the Network through a node physically located within the School of Education must be a University owned computer unless arrangements with the computer center have been made, and the appropriate Supervisor (Head of Department or Dean) has provided written approval.

 5. When the School has resources for major upgrades of computing equipment or  software (beyond Department budget requests), Department Chairs are to be invited  to submit an application to share these resources.  In the application, the suggested    re-distribution of the current resources, the reasons for upgrade, and the expected costs are to be provided.  The Dean will consult with Chairs and may appoint a committee to recommend distribution of such funds.

*Note: The statement in this policy read: "While signed out to me, if the equipment is lost, stolen, or not returned when requested by the Department of Fixed Assets, I agree to pay the equipment cost."  The policy has been changed to read "....I agree to pay the equipment value."

A.    Questions and Answers about Fixed Assets
B.    Inventoried Fixed Assets
C.    Capitazlied Fixed Assets
D.    Letter from Dale Lewis to Judy Bliss re: "All Risk" Insurance Coverage for Computers
E.    Fixed Assets Procedures including Missing items and Items located off-campus
F.    Equipment located Off-campus Form