Property Management (cont'd)

• Purpose:

The purpose of this document is to provide guidelines for the proper management and control of university property.

References:

MAPP 03.03.01, Property Management Handbook

Procedures:

PT. I:

Policy Statement

PT. II:

Definitions

PT. III:

General Provisions

PT. IV:

Identification

PT. V:

Tags

PT. VI:

How Equipment is Tagged

PT. VII:

Annual Inventory

PT. VIII:

Maintenance

PT. IX:

Cannibalization

PT. X:

Interdepartmental Loans

PT. XI:

Equipment Transfers

PT. XII:

Excess Equipment

PT. XIII:

Removing Equipment From Campus

PT. XIV:

Theft

PT. XV:

Assignment of Responsibility

PT. XVI:

Change of Property Custodian

PT. XVII:

Important Notes

PT. XVIII:

NSM Guidelines for Disposal of Equipment and Solid Waste in SR1

Review and Responsibility:

• Responsible Party: Director, NSM Business Operations
• Review: Every two years, on or before August 31

Approval:

• Director, NSM Business Operations - Fred McGhee
• Dean, NSM - John Bear
• Date of Dean's Approval: 09/01/2008

V: Tags

• Capital equipment and controlled assets purchased from any source of funds is identified with the standard University of Houston property inventory tag with its own unique identifying number and bar code. In the past, the standard tags were white with barcode and silver without barcode, and any equipment with these tags will not need to be retagged. Any surplus equipment or equipment received as a gift also is marked with the standard University of Houston property inventory tag.
• Property on loan to the university from state or private sources is to be identified with the new standard University of Houston property inventory tag for inventory control purposes only.
• Federal property on loan to the university is identified with a black metal tag, specifically marking it as federal property.
• Although it does not enter the Property Management inventory, non-capital equipment may be identified as such for security purposes at the discretion of the departments.

VI: How Equipment is Tagged

• When a department receives capital equipment and Property Management receives all the appropriate documentation, Property Management sends a tagging package to the department property custodian. This consists of information recorded on purchasing documentation and a tag. The property custodian should affix the tag to the asset in accordance with tagging location requirements.
• When a department acquires non-capital equipment, e.g. a calculator or camera, the property custodian is responsible for contacting Property Management by phone or memo and requesting a supply of red tags, available from Property Management. The department is responsible for affixing the red tags to non-capital equipment as it is acquired.

VII: Annual Inventor

The university is required by state statute to conduct an annual inventory of all capital equipment on campus.

VIII: Maintenance

Departments are responsible for maintaining all equipment in their custody. This includes periodic inspections, calibrations, preventive maintenance, and repairs as specified by the manufacturer and conventional maintenance practices. Departments are to maintain maintenance records and make them available to the Property Manager and others on request.